SU Referendum Oct 2012 Proposed Bylaws

7/31/2019 SU Referendum Oct 2012 Proposed Bylaws

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The German University in Cairo

Students Constitution Team 2011Students Constitution Team 2012

GENERAL BY-LAWS

By-Laws of the General Assembly of the Student Union

Made by:

Amended by:

SU Constitution Team 2011

Constitution Team 2012

Being By-Law 2011-2012 consolidating the General By-Laws of The Ger-man University in Cairo Student Union And Incorporating amendmentsmade to the original by-laws As of October 1st, 2012

------------------------------------------GUC SU Constitution Team11 September, 2012


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Contents

1 NAME

1.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2 OBJECTIVES2.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3 MEMBERSHIP3.1 . . . . . . . .3.2 . . . . . . . .3.3 . . . . . . . .

1

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4 GENERAL MEETINGS4.1 ANNUAL GENERAL MEETINGS . . .4.2 SPECIAL GENERAL MEETING . . . .

4.2.1 . . . . . . . . . . . . . . . . . . . 4.2.2 . . . . . . . . . . . . . . . . . . .

4.3 INFORMATION GENERAL MEETING

5 SENATE5.1 Composition . . .

5.1.1 . . . . . .5.1.2 . . . . . .

5.1.3 . . . . . .5.2 Tasks

5.2.1 . . . . . .5.2.2 . . . . . .

5.3 Chairperson . . .5.3.1 . . . . . .

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IV


3/34

CONTENTS

5.3.2 .

5.3.3 .Meetings5.4.1 .5.4.2 .5.4.3 .5.4.4 .5.4.5 .

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V

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5.4

6 PRESIDENT AND CABINET6.1 Responsibilities . . . . . . . . . . . . . . . . . . . . . . . . . ....6.2 Meeting with the Upper Management . . . . . . . .

6.2.1..

6.2.2 ..

6.2.3 6.3 Formation . . . . . . . . . . . . . . . . . . . . . . . . . . . .

7 STUDENT COUNCIL7.1 . . . . . . . . . . . . . . 7.2 . . . . . . . . . . . . . . 7.3 . . . . . . . . . . . . . . 7.4 Formation . . . . . . . .

7.4.1 . . . . . . . . . .7.4.2 . . . . . . . . . .7.4.3. . . . . . . . . .

7.4.4..

7.5 High Board . . . . . . .7.5.1 . . . . . . . . . .7.5.2 . . . . . . . . . .

7.6 Duties of the High Board7.6.1 . . . . . . . . . .7.6.2 . . . . . . . . . .7.6.3 . . . . . . . . . .

8 Budget8.1 . . . . .8.2 . . . . . . . .8.3 . . . . . . . .

8.4 . .8.5 . . . . . . . .8.6 . . . . . . . .8.7 . . . . . .8.8

8.9 . . . . . . .8.10 . . . . . . . . . . . . . . . .. . .8.11 . . . . . . . . . . .. . . . . . . . . . .

8.12 . . . . . . . . . . .. . . . . . . . . . . . .8.13 . . . . . . . . . . .. . . . . .. . . . . . . .

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9 GENERAL ELECTIONS REGULATIONS16

9.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . 169.1.1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16


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CONTENTS

9.1.2 . . . . . .

. . . . . . . . . . 9.2.1 . . . . . .9.2.2 . . . . . .9.2.3 . . . . . .9.2.4 . . . . . .. . . . . . . . . . . . . . . . . . . .

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VI

16

16161717171717

181818181919191919191919192020

21212122

23232323

9.2

9.3

10 CLUBS COORDINATION COMMITTEE10.1 Composition . . . . . . . . . . . . . . . . . .

10.1.1 . . . . . . . . . . . . . . . . . . . . . 10.1.2 . . . . . . . . . . . . . . . . . . . . .

10.2 Tasks . . . . . . . . . . . . . . . . . . . . . . 10.2.1 . . . . . . . . . . . . . . . . . . . . .

10.3 Chairperson . . . . . . . . . . . . . . . . . . 10.3.1 . . . . . . . . . . . . . . . . . . . . . 10.3.2 . . . . . . . . . . . . . . . . . . . . . 10.3.3 . . . . . . . . . . . . . . . . . . . . . 10.3.4 . . . . . . . . . . . . . . . . . . . . .

10.4 Meetings . . . . . . . . . . . . . . . . . . . . 10.4.1 . . . . . . . . . . . . . . . . . . . . . 10.4.2 . . . . . . . . . . . . . . . . . . . . . 10.4.3 . . . . . . . . . . . . . . . . . . . . .

11 ELIGIBILITY REGULATIONS11.1 SC . . . . . . . . . . . . . . .

11.2 Presidential Cabinet . . . . . .11.3 Senate . . . . . . . . . . . . . .

12 REMOVAL FROM OFFICE12.1 BY REASON OF ABSENCE

12.2

12.2.1 . . . . . . . . . . . . .

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5/34


6/34

Chapter 1

NAME

1.1

The name of this association shall be the German University in Cairo StudentUnion.

1


7/34

Chapter 2

OBJECTIVES

2.1

The objectives of the Student Union are:

1. Development of democratic, national and moral values among the students, strengthen theright of studentsto express their opinions and self-fulfillment in accordance with international

human rights and the Egyptian law.

2. Enhance the unity between students and strengthen the ties betweenthem and other members

of university community.

7. Discover the talents and abilities of the students, help them refine theirSkills,enhancetheirleadershipskills and encourage them to benefit their society.

3. Spread the culture and encourage the formation of Active WorkingGroups (AWGs) and student associations, and coordinating work between them and supporting

their activities by providing financial support and manpower if needed.

6. Work to express the student body opinion on national and internationalevents and issues.

4. Work on solving the problems of students and provide a better university lifewithin the university and beyond.

5. Discuss the problems of the students and propose solutions to them,with the concerned officials and care after the rightsand interests of students.

2


8/34

Chapter 3

MEMBERSHIP

3.1

The members of the Student Union are any elected member of the StudentCouncil Committees &the Senate.

3.2

Every member must receive an Identifi

cation Card stating their Name, theirUniversity ID number, their position in the Student Union, the yearin which this membership wasobtained and a picture of that member, atthe start of their mandate.

3.3

The Student Union Vice-President is responsible for obtaining the necessaryfunds from the StudentUnion Treasurer in cooperation with the Director of Youth Welfare to print the ID Cards, and

providing each memberwith his/her ID Card, within two weeks from announcing the results.

3


9/34

Chapter 4

GENERAL MEETINGS

All meetings of members must be called with at least seven (7) days noticebeforehand and must be properly advertised on campus by posters and ifpossible by at least one notice in a publication distributed both online andon campus. The posters and notices of meeting shall contain the place, dateand time of the meeting, the proposed agenda, and the proposed resolutionsin case of a Special General Meeting of members.

4.1 ANNUAL GENERAL MEETINGS

The Annual General Meeting of members shall be held solely for the followingpurposes:

Receiving reports on the Annual General Elections of the StudentUnion and on any Student Union referendums or internal elections

held concurrently.

Receiving the annual financial statements of the Student Union for the previousfiscal year andthe auditors report thereon.

The presentation of a written annual report from the outgoing President. The quorum for theAnnual General Meeting of members shallconsist offifty percent (50% + 1) of the members.

The Annual GeneralMeeting of members shall be called by the SU president to take placewithin one month from the closing of the polls at the Annual GeneralElections.If the number ofthe members is less than 50%, the SU President shall call for another meeting after 24 hours,where 20%of the members must attend.

4


10/34

CHAPTER 4. GENERAL MEETINGS 5

4.2

4.2.1

SPECIAL GENERAL MEETING

A Special General Meeting of the members may be called by the SU Presi-dent or the Senate solely for the purpose of considering specific resolutionsproposed by the SU President or the Senate, such resolutions to be includedin the notice of the meeting. Special General Meetings may amend suchproposed resolution to the extent that such amendments pertain to the sametopic as the original resolution. Resolutions adopted by a Special GeneralMeeting of members are binding upon the Student Union until they havebeen repealed or amended by the members in a Special General Meeting ora referendum.

4.2.2

A Special General Meeting of the members may also be called, postpones orcanceled by the presentation of a petition signed by at least forty membersto the President of the Senate. Such petitions must set out the reasons forthe meeting and the specific resolutions to be considered at such meetings.The President of the Senate must inform the Senate of such a petition atthe earliest possible time and call for, postpone or cancel the meeting withinthirty days from receiving the petition. The president of the Senate may not

refuse the petition.

4.3 INFORMATION GENERAL MEETING

The President or the Council of Representatives may also from time to time,call Information General Meetings of the members to provide informationon various topics to be determined by the President or the Senate. SuchInformation General Meetings may not serve as a forum to make decisionsbinding upon the Student Union.


11/34


12/34

CHAPTER 5. SENATE 7

3. Receive complains and formulate reports concerning any shortcomings, carelessness or

breechesof this bylaws on the SU members or the SU Presidents sides.

4. Investigate reports and claims where appropriate and questioning SU members in cooperation

with all concerned parties. Every side should clear their status of any conflict of interests.

5.2.2

It is the responsibility of the Senate Vice President to make Senate meeting records, includingattendance, accessible to the students, through Senate official mail according to University IT

policy.

5.3

5.3.1

Chairperson

The Senate President acts as the Chairperson of the Senate.

5.3.2

Represents the Senate to all internal and external entities.

5.3.3

Manages the administrative work of the Senate and chairs all meetings.


13/34

CHAPTER 5. SENATE 8

5.4

5.4.1

Meetings

The Senate must meet once per month in a Mandatory Meeting. The timingto be decided by the President of the Senate and/or his Vice.

5.4.2

All Senators must attend this meeting, or provide an acceptable excuse be-forehand, save for extenuating circumstances to be defined in the code ofprocedures.

5.4.3

All present Senators vote on the acceptance of an excuse or rule that memberabsent. The excuse is considered accepted if a majority of those present votedin favor.

5.4.4

The Senate President or 25% of the Senators may call for additional meetings as they

seefit.

5.4.5

A Senator is automatically dismissed if he/she fails to attend 2 mandatorymeetings or 3 additional meetings, having failed to provide an acceptableexcuse.


14/34

Chapter 6

PRESIDENT AND CABINET

6.1 Responsibilities

The President of the Student Union manages the affairs of the SU and supervises its progress. Tofulfill his/her duties the President is tasked with:

acting as chief representative and spokesperson of the SU.

ensuring that all committees are functioning properly and fulfilling theirduties.

ensuring that the objectives of the SU are realized.

calling at least 2 General Meetings every semester, attended by all SUmembers including members of the Senate. Additional Meetings

can be held if the President sees fit.

calling weekly meetings to discuss the progress of work in the SU if needed.

after the new President is elected the former President has to handle all the properties of SU

such as the SU room and its belongings, the official page on facebook, the e-mail, ..etc.

having full accessibility to communicate with students through SU E-mail according to the IT

policy of the university.

6.2 Meeting with the Upper Management

6.2.1

3 mandatory meetings are held per year with the university council in the presence

of the SU President, his cabinet and President of Senate to discuss student union affairs issues. The

dates of these meetings arearranged by the SU president in cooperation with university vicepresident for student affairs upon clear agenda sent in advance by at least 3 weeks before the

university council meeting.

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6.2.2

For emergency, the SU president and/or one of his Vicescan ask for a possibility for an urgentmeeting in cooperation with the Vice President for Student affairs on basis of

official inquiries regarding reasons and topics to be discussed upon clear agenda of the emergency topics.

6.2.3

All meetings are officially documented by the keeper of the university council

meetings' minutes.

CHAPTER 6. PRESIDENT AND CABINET 10

6.3 Formation

The Presidents Cabinet consists of 4 core positions.They are as follows:

1. Vice-president: Is responsible for fulfilling any tasks of the SU President that are delegated to

him/her or that the President is unable toperform.

2. Treasurer:Is responsible for the SU budget (how it is designated and monitoring its usage), itsfinancial statements and it financial affairs and all related financial matters.

3. Vice-President for Events & Student Activities: Is responsible for coordinating the events

between the different entities in the SU and betweenthe SU and the CCC.

4.Vice-President for Planning and Resources: Is responsible for conducting a timeline for the SU

events, and providing the resources needed.


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Chapter 7

STUDENT COUNCIL

7.1

The Student Council is the students voice, and concerned with their opinion

on all matter and decisions directly related to them. In order to fulfill thisrole

the Student Council must attempt to resolve all complaints in cooperation withthe University complaint center and the University management.

7.2

The Student Council (SC) is the body charged with looking after studentinterests in their respective fields.

7.3The Student Union is composed of the following committees:

1. Scientific& Technological Activities Committee: Holds workshops andlectures aiming at developing the scientific andtechnological abilities and to

spread the knowledge, know-how & application, through science clubs and

science committees.

2. Culture, Arts&Political Awareness Committee: Supports and organizes cultural andartistic activities seminars, conferences, exhibitions, debates and all forms of

political activities and events in coordination with relevant/interested clubs. It alsoaims to spread political awareness.

3.SportsCommittee:Supportsandorganizestrainingprograms,tournamentsandallformsofsportiveact

ivitiesincooperationwithrelevant/interestedclubs.

4. Trips& Social Activities Committee: Organizes educational and entertainmentTrips in cooperation with relevant/interested clubs. It also helps to provide better campus life in

the university.

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6. Planning & Resources Committee: It's responsible for preparing the needed resources for the events. Italso helps to plan and organize the events.

CHAPTER 7. STUDENT COUNCIL 12

5. Public & Environmental Services Committee: Strives to increase environmental awareness

between students and organizes events and activities aimed at decreasing the universitys and thecommunitys impact on the environment, in cooperation with relevant/interested clubs.

It's responsible for looking after each faculty needs. It consists of 2 members from each faculty in each

committee.There are a President anda Faculty Treasurer for each faculty elected directly by students.

7.4.2 University Union

It's responsible for looking after the university needs. It consists of 1 member from each faculty in each

committee. There is a head for each committee elected internally by the members of each Committee.

7.4.3

The faculties that shall be represented are all faculties in the Universitywhich are: 1-Pharmacy, 2-Applied Arts, 3-Management, Engineering (4-IET,5-MET, 6-EMS). This makes a total of six faculties.

When new facilities are introduced to the university they will be represented in the Student Unionautomatically.

7.4.4

The SU Partnership Office:

Consists of the SU President and the 6 heads of the University Union Committees. It aims to form a bondbetween the SU and Student Unions of foreign universities, to exchange information, experiences &

educational programs.

7.4.1 Faculty Union

The Student Council consists of 2 main parts: Faculty Union & University Union.

Each student elect 3 candidates for each committee, 2 for Faculty Union & 1For University Union. In each committee the 3 members are from 3 different

Academic years.

Formation7.4


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CHAPTER 7. STUDENT COUNCIL 13

7.5 High Board7.5.1

The elections for the high board are done within the student council itself.The resultant is the high board whose duties shall be explained below.

7.5.2

The Higher board consists of the Presidential Cabinet, 6 Heads of the committees of the University Union

and 6 Faculty Presidents from the Faculty Union.

7.6 Duties of the High Board

7.6.1

The high board is responsible for setting the meetings' agendas.

7.6.2

The high board is responsible for monitoring work and results of the different committees.

7.6.3

Designation of tasks within the high board is left to the judgments of the high board itself.


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Chapter 8

8.1

Budget

100L.E annual fees amount shall be paid by each student to be put in the SU Bank account.

8.2

Each Faculty SU will have a separate bank account. 20% of each Faculty SU annual fees will be

transferred to the University SU bank account.

8.3

The newly elected SU must provide an action plan & budget for the whole year, and it should beapproved in the first General Meeting. The action plan and the budget of the SU are to be announced

to all students after approval.

8.4

Each Faculty President and Faculty Treasurer shall have the authority over the Faculty SU bank

account. SU president and Treasurer shall have the authority over the university SU bank account.

8.5

The University SU/ Faculty SU President and Treasurer all together will set responsible to authorize

all the expenditures of their University SU/ Faculty SU within the approved policy and procedures

and in accordance with the GAAP, tax authority requirements and within their approved budget.

8.6

The University SU/ Faculty SU President and Treasurer all together will set responsible to authorizeall their University SU/ Faculty SU payments documents such as checks and transfer, in addition to

the GUC internal control accountant, who only checks if the receipts are correct and if there issufficient budget in the bank account. All payment documents must follow strictly the approved

policy and procedures and must be in accordance with the GAAP, tax authority requirements and

within their approved budget.

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CHAPTER 8. Budget 15

8.7

The Treasurers are responsible for handing all the receipts to the Senate for

reviewing and monitoring. The Treasurers shall keep copies of all receipts forrecords. All the book keeping requirements must be followed and all

disbursements documents and/or any other documents must be kept properly.

8.8

An internal audit (Senate) will audit periodically all transaction and will reportany deviation from the approved policy and procedures to the proper level of

reporting.

8.9

An external audit will audit all transaction at the end of the financial year, to

make sure that all the SU assets are safe guarded and that all the policy and

procedures are strictly followed.

8.10

If the budget shows surplus at the end of the year, this surplus will be posted tonext year budget. If there is not sufficient budget for a project or event, The SU

can submit a proposal to the university to sponsor the event.

8.11

Students who don't share in the SU annual fees shall be ineligible for

nomination as SU candidates, voting in elections and participation in the SU

events.

8.12

The GUC will provide technical support regarding the SU accounts.

8.13

The resources of the SU budget include the following:

-Annual fees of SU.

-Fund raising with respect to the university policy and regulations.

-Donations with respect to the university policy and regulations.


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Chapter 9

GENERAL ELECTIONS

REGULATIONS

9.1

9.1.1

The Representatives shall be elected annually in the General Elections, whichtake place after starting the Winter semester for the new comers by 3 weeks.

9.1.2

Elections are held under the supervision and monitoring of Volunteers from Students.

9.2

The election process is divided into three phases spanning a period offiveweeks

9.2.1

The first phase, which occupies the first week of the total elections duration,is for accepting nominations and screening the nominees to ensure they fitthe obligations required for the position they are running for.

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CHAPTER 9. GENERAL ELECTIONS REGULATIONS 17

9.2.2

The second phase, occupying the course of the second and third weeks, commences with the

announcement of the accepted candidates nominations. Thenominees may then begin campaigningthroughout these two weeks.

Campaigning may take the form of debates, flyers, online campaigning andany other methodadhering to the regulations of the GUC.

9.2.3

The third and final phase, occupying the course of the fourth week, is for theactual elections to take place where each GUC student may vote for two (2)senate representatives, three (3) representatives for each committee in the SCin the Faculty Union&the University Union, one (1) SU President and his

Cabinet ,one (1) Faculty President and one (1) Faculty Treasurer.

On the last day of elections, voting lasts half a day. The rest of the day isdedicated for the sorting process.

9.2.4

If the minimum threshold (50%) was not met a second round is held. If theSecond minimum threshold (20%) was not met, the place of the 2 candidateswill be empty.

9.3

Results are announced no later than one day after the end of the electionprocess.


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Chapter 10

CLUBS COORDINATION

COMMITTEE

10.1

10.1.1

The CCC is composed of the following:

Student Council Vice President for Events and Activities

Director of Youth welfare.

A representative of every club in the university delegated by heads (Aclub has the right to change its representative whenever it sees fit).

Composition

10.1.2

The SU representative has to be the Vice President for Events and StudentActivities. S/He works as a coordinator between the CCC and the SC.

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CHAPTER 10. CLUBS COORDINATION COMMITTEE 19

10.2

10.2.1

Tasks

This Committee meets in order to discuss matters of mutual concern. If thereis conflict in interests amongst any two or more clubs, this comity meets todiscuss these conflicts and hopefully resolve them. In short this is a comityresponsible for the assurance of the smooth running of work for clubs in theuniversity.

10.3

10.3.1

Chairperson

The Vice President for Events and Activities is the Chairperson of the CCC.

10.3.2

Represents the CCC to all internal and external entities.

10.3.3

Manages the administrative work of the CCC and chairs all meetings.

10.3.4

Works to solve disputes that may arise between clubs and each other, orbetween clubs and other bodies in the SU/University.

10.4

10.4.1

Meetings

The CCC must meet once per month in a Mandatory Meeting. The timingto be decided by the Chairperson of the CCC.


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CHAPTER 10. CLUBS COORDINATION COMMITTEE 20

10.4.2

Representatives of all clubs must attend this meeting.

10.4.3

The Vice President for Events and Activities or 3 club representatives may call foradditionalmeetings as they see fit.


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Chapter 11

ELIGIBILITY

REGULATIONS

11.1 Student Council members

A nominee for the SC should meet the following criteria.

Not under probation.No history of Disciplinary actions Paid the annual fees of SU. All Presidents and Treasurers should have spent at least 2 semesters

as students at the GUC.

11.2 Presidential Cabinet

Nominees of a precedential list should meet the following criteria.

Not under probation.

No history of disciplinary actions.

Paid the annual fees of SU.Spent at least 2 semesters as students at the GUC.

Not a member of any active working group.

Has Not been terminated from previous SU.

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CHAPTER 11. ELIGIBILITY REGULATIONS 22

11.3 Senate

Nominee for the senate should meet the following criteria

Not under probation. No history of disciplinary actions. Paid the annual fees of SU Has Not been terminated from previous SU GPA of 2.5 or better.


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Chapter 12

REMOVAL FROM OFFICE

12.1 BY REASON OF ABSENCE

Representatives absent from three scheduled regular meeting are deemed

to have automatically resigned.

12.2

An internal-reelection is held on the internally pre-elected position voided by

any of the dismissal processes.

12.2.1

The SU President has the right to assign a member from the SU to any voided position.The assignment process has to satisfy the following:The Senate should approve the nomination.The assigned student should be within the same constituency of thevoided position.

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Chapter 13

BOOKS AND RECORDS

13.1

The Student Union shall maintain and make available to its members at thehead office during normal university working hours documents containing thefollowing:

These by-laws, amendments to it and all regulations enacted or re-pealed.

The names, alphabetically arranged, and addresses of the members.

The names and addresses of the Representatives and the dates uponwhich they become and cease to be such.

Minutes of all the meetings of the Senate, as approved by the Senateand signed by the Chairperson of the meeting.

Detail as to the receipts and disbursements of the SU and the matters towhich each of them relates, as well as detail of its financial transactionsand its credits and liabilities.

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Chapter 14

FISCAL YEAR

The Fiscal Year of the SU shall terminate on the 30th of November. The trans-formation of responsibilities occurs during the month of December such that the preceding SU hasremoved all its authority and the newlyelected SU has assumed all responsibilities.

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Chapter 15

DELEGATION OF POWERS

The Representatives may, from time to time, entrust to and confer uponany one or more of the Representatives such of the powers exercisable bythe Representatives as they see fit, including the powers to sub-delegate, forsuch time and to be exercised for such objects and purposes, and upon such

terms and conditions and with such restrictions as they may deem expedientand may from time to time revoke, withdraw, alter or vary all or any of such

powers.

If the President steps down, the first Vice President will be the Presidentof the SU.

If the President and 2 Vices step down then there will be new elections for the President andhis Cabinet.

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Chapter 16

AUTHORITY OF THE

BY-LAWS

In the event of any conflict between these by-laws and the constitution of anymember association, these by-laws shall take precedence. All amendments,regulation and resolution, motions or decisions of the SU including, but notlimited to those made by or in the council of representatives, the President,Special General Meetings, Referendums and any member association must

be made in conformity with these by-laws.

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Chapter 17

AMENDMENTS TO THE

BY-LAWS

Amendments to these By-Laws and the adoption of any new by-law must beapproved through amajority referendum by the students of the University.An exception is where the Code ofProcedures is concerned where two-thirdsmajority vote of the Senate shall be required to take theofficial legal steps for final approval from the university council and Board of trustees.

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Chapter 18

GENERAL PROVISIONS

18.1

Delays which end on a Friday, a legal holiday or an official GUC holiday areextended to the next weekday.

18.2 LIST OF ABBREVIATIONS USED

This is a list of abbreviations used throughout the context of this constitution.

These abbreviations are to be interpreted only in the manor clarified here.The abbreviations include:

1. GUC: German University in Cairo

2. SU: Student Union

3. SC: Student Council

4. CCC: Clubs Coordination Committee

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