’
Comments to the Executive Committee of European Students’ Union 7.10.2011 COMMENTS ON THE ESU EXECUTIVE COMMITTEE PROPOSAL FOR AMENDMENTS TO STANDING ORDERS
The proposal for amendments to Standing Orders of ESU are intended to carry out the organizational
reform that was approved at BM60 in the Structures Evaluation Internal Motion. While the goals outlined
in that internal motion are generally good and indicate that ESU as an organization is developing into a
good direction, we hope that the current process of amending the Standing Orders is not indicative of that
very direction.
The Board was informed in late June that a test group of willing NUS’s would be required to “identify
gaps” in the Standing Orders and SYL was informed that first draft of the Standing Orders would be
disseminated to that test group by August 10th. This quite obviously did not happen. Instead, the very
first draft that was disseminated to any member unions, as far as we know, was sent in September 27th.
This is very unacceptable. SYL wants to stress that 10 days for comments is by no means an adequate
timeframe to comment on something as fundamental as amending the Standing Orders to dramatically
reform the organizational structure of ESU. Extending the deadline by two days to a Sunday does very
little to help the situation.
Largely due to the tight timeframe, we are wary of supporting any changes that are not related to the
organizational reform as outlined in the internal motion passed in BM60.
General Comments on Amendments
In the bigger picture, we would like to raise the question of what are the implications of the various
references to regional balance in the Standing Orders. As there are no tools, such as quotas or
geographical divisions, to measure sufficient regional balance, we feel that all references to regional
balance should be removed from the proposal for new Standing Orders.
We are also concerned on the ambiguous role of the coordinators. The EC proposal outlines a model
where the EC practically appoints the coordinators, although this is ratified by the Board, while the
coordinators would still remain under supervision of the BM. It seems unjustified to give the EC the
competency to recruit these people while giving the BM the competency to dismiss them. Either BM
should be stripped of power to dismiss a coordinator or the BM should elect the coordinators in the same
manner as members of the Presidency. We would rather see the latter option chosen.
Please find our detailed comments on the proposal for amendments in the following pages. Since the time
given for going through the Standing Orders, we want to point out that we most likely have not been able
to find all the parts that we will, eventually, find problematic. We hope that you will still find our
comment helpful in drafting your final proposal for amendments and wish you the best of luck with your
efforts to make ESU a more efficient and professional organization.
’
Suomen ylioppilaskuntien liitto (SYL) ry
(National Union of University Students in Finland)
Katri Korolainen-Virkajärvi Jarno Lappalainen
President Vice-President
Further information:
Vice-President Jarno Lappalainen ([email protected], tel. +358 449 065 005)
’
Detailed Comments
NO Paragraph Original text Revised text Comment of SYL
1 1 Definitions VOTE (CAST) The number of
votes cast inclusive of the number of
votes in favour, against and
abstentions at the time of a vote.
Invalid votes are not taken into
account.
VOTE (CAST) The number of votes
cast inclusive of the number of votes in
favour and against at the time of a vote.
Abstentions and invalid votes are not
taken into account.
We fail to see how this
relates to reformation of
ESU’s organizational
structures. Also, the
expressed motivation deals
with confusion of the
member unions. This is a
pedagogical matter, not
something that should
primarily be fixed through
amendments to the Standing
Orders. Alterations to the
voting system are always
very fundamental changes
that should not be taken
lightly and thus we cannot
support this amendment
under these circumstances.
2 1 Definitions GENDER Gender is the
biological sex (male/female) of a person
This is necessary and minor
change that only defines the
existing practice and can
therefore be added.
3 3 Plan of Work 3 Plan of work
ESU functions according to an annual
plan of work. This plan of work will be
presented by the Executive Committee
(hereafter referred to as EC) and
adopted by absolute majority at the last
Board Meeting (hereafter referred to as
BM) of the working year. The adopted
plan of work must be sent to members
within 14 days of the end of the BM.
3 Three-year strategic framework, plan
of work and policy
ESU functions according to a three-year
strategic framework and an annual plan
of work. The strategic framework
includes the general action lines ESU
has to work on intensively for the
upcoming three years. A yearly plan of
work lines out the short-term goals and
priorities thus operationalising the
strategic framework.
Both the strategic framework and the
plan of work will be presented by the
Executive Committee (hereafter referred
to as EC) and adopted by absolute
majority at the Board Meeting (hereafter
referred to as BM). The adopted strategic
framework as well as the adopted plan of
work must be sent to members within 14
days of the end of the BM.
To promote the views of students the
BM adopts the policies of ESU. Any
passed policy is in place maximum for
six ordinary BMs and can be discussed
only once in every two BMs.
All ESU elected representatives and
institutions should follow the
prioritisation given by the strategic
framework and the plan of work and in
representing or advocating for ESU,
follow the policy of ESU.
Proposed amendments are
largely good.
However, the part “thus
operationalising the strategic
framework” might be better
formulated as: “in order to
advance the action lines
outlined in the strategic
framework”.
’
NO Paragraph Original text Revised text Comment of SYL
4 4 Membership
issues
4.1 Applications
In case of application for membership
the applicant shall submit the
documents specified in paragraph 4 of
the Statutes of ESU. The documents
will be presented to the BM. The EC as
well as the SUDC can comment on the
documents and the EC may direct any
other ESU structures or elected
representatives to also do so..
In case of application for membership the
applicant shall submit the documents
specified in paragraph 4 of the Statutes
of ESU. The documents will be
presented to the BM.
The EC as well as the coordinator for
membership issues can comment on the
documents and the EC may direct any
other ESU structures or elected
representatives to also do so.
OK.
5 4 Membership
Issues
4.3 Candidate
Membership and
Study Visits
No decision on such membership can be
taken without a study visit. A study
visit team will consist of
representatives from at least two
member NUSes and an EC and/or
SUDC member. Whenever a study
visit team is established, it will submit
a written report to the BM, stating
whether the union is eligible for
membership and/or which actions
should be taken in the future.
No decision on such membership can be
taken without a study visit. Whenever a
study visit team is established, it will
submit a written report to the BM,
stating whether the union is eligible for
membership and/or which actions should
be taken in the future.
OK.
6 4 Membership
Issues
4.3 Candidate
Membership and
Study Visits
Once published to the Board, the EC as
well as the SUDC can comment on the
study visit report and the EC may
direct any other ESU structures or
elected representatives to also do so.
Once published to the Board, the
coordinator for membership issues as
well as the EC can comment on the
study visit report and the EC may direct
any other ESU structures or elected
representatives to also do so.
OK.
7 4 Membership
Issues
4.4 Advisory
Partner to a NUS
If an applying NUS does not receive
membership status the BM can decide
to elect a member NUS which will then
function as advisory partner to the
rejected NUS in order to support the
development of the latter. The rejected
NUS has to agree to the proposed
advisory partner. The advisory partner
NUS will report at every BM about its
work and the reforms of the applying
NUS, until the status of the respective
NUS changes.
If an applying NUS does receive
membership status the BM can decide
to elect a member NUS which will then
function as partner to the NUS to help
the NUS to integrate in ESU and to
ensure a strong and stable
communication between the new
member and ESU. The new member
needs to agree to the elected partner.
If an applying NUS does not receive
membership status the BM can decide to
elect a member NUS which will then
function as advisory partner to the
rejected NUS in order to support the
development of the latter. The rejected
NUS has to agree to the proposed
advisory partner. The advisory partner
NUS together with the coordinator for
memberhsip issues will report at every
BM about its work and the reforms of
the applying NUS, until the status of
the respective NUS changes.
If an applying NUS does receive
membership status the BM can decide to
elect a member NUS which will then
function as partner to the NUS to help
the NUS to integrate in ESU and to
ensure a strong and stable
communication between the new
member and ESU represented by the
coordinator for membership issues. The
new member needs to agree to the elected
partner.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
8 4 Membership
Issues
4.6 Membership
Criteria and
Review of
Membership
The EC or the Board can propose to re-
assess the membership of a member of
ESU. Before proposing to the BM to
reassess a member the concerned
member must be given the chance to
comment on the proposal and the
reasons for the reassessment. If the BM
votes in favour of a review a study visit
team will be established in which the
NUS which is to be re-assessed cannot
be a member. The study visit team
reports latest at the BM after the next
where then a decision can be taken.
The EC or the Board and in consultation
with the coordinator for membership
issues can propose to re-assess the
membership of a member of ESU. Before
proposing to the BM to reassess a
member the concerned member must be
given the chance to comment on the
proposal and the reasons for the
reassessment. If the BM votes in favour
of a review, a study visit team will be
established in which the NUS which is
to be re-assessed cannot be a member.
The study visit team reports latest at the
BM after the next where then a decision
can be taken.
OK.
9 4 Membership
Issues
4.9 Applications
for the status of
associate
organisations
Circulation of all documents as stated
in the statutes of ESU to all ESU
members shall be arranged by the ESU
secretariat not less than thirty (30)
days before the BM. Applications shall
be valid until the BM has taken the
vote on granting the status of an
associate organisation to the applicant.
The organisation is granted the status
of an associate organisation for an
unlimited period of time. The EC shall
review the activities of the organisation
on a regular basis. If the organisation
ceases to fulfill the criteria laid down in
the preceding paragraph, the EC will
propose to the BM to revoke the status
of the associate organisation. Any
member, seconded by another can also
propose to the BM to revoke the status
of an associate organisation.
Circulation of all documents as stated in
the statutes of ESU to all ESU members
shall be arranged by the ESU secretariat
not less than thirty (30) days before the
BM. Applications shall be valid until the
BM has taken the vote on granting the
status of an associate organisation to the
applicant.
The organisation is granted the status of
an associate organisation for an
unlimited period of time. The EC
together with the coordinator for
membership issues shall monitor the
activities of the organisation on a
regular basis. If the organisation ceases
to fulfill the criteria laid down in the
preceding paragraph, the EC in
consultation with the coordinator for
membership issues will propose to the
BM to revoke the status of the associate
organisation. Any member, seconded by
another can also propose to the BM to
revoke the status of an associate
organisation.
OK.
10 4 Membership
Issues
4.10 Additional
rights of members
(mandatory item)
Members can be mandated by the EC to
represent ESU in whatever capacity the
EC should deem necessary.
Members are eligible to chair working
groups.
Members can be mandated by the EC or
Presidency to represent ESU in
whatever capacity deemed necessary.
Members are eligible to chair working
groups.
If Presidency can mandate
representation, then it seems
redundant to also list EC as a
institution that is able to give
this mandate.
11 4 Membership
Issues
4.12 Membership
Fees
Membership fees shall be paid in the
beginning of the working year. The
membership fee will be based on a clear
calculation, as proposed by the EC in
consultation with the Commission for
Internal Auditing (hereafter referred to
as the CIA) which will be approved by
the BM by absolute majority.
Membership fees shall be paid in the
beginning of the working year. The
membership fee will be based on a clear
calculation, as proposed by the EC in
consultation with the Commission for
Internal Auditing (hereafter referred to
as the CIA) which will be approved by
the BM and will be stipulated in the
Financial Standing Orders.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
12 4 Membership
Issues
4.13 Quality
Enhancement
Visits
Members of ESU can apply for a
voluntary Quality Enhancement Visit
conducted by ESU. When NUSes
apply with ESU for a voluntary
Quality Enhancement Visit, the SUDC
issues a call for a team to the student
union development experts’ pool. The
team members are selected by the EC.
This team then conducts the visit and
reports back to the NUS as well as to
the SUDC. The costs for this need to be
covered by the NUS that asks for the
visit.
Members of ESU can apply for a
voluntary Quality Enhancement Visit
conducted by ESU. The quality
enhancement visit team is selected by the
EC in coordination with the coordinator
for membership issues. This team then
conducts the visit and reports back to the
NUS as well as to the EC. The costs for
this need to be covered by the NUS that
asks for the visit.
OK.
13 Working
structure
5 Institutions
(mandatory item)
The institutions of ESU shall be:
• The Board Meeting
(hereafter referred to as the BM)
• The Executive
Committee (hereafter referred to as the
EC)
• Secretariat
• Commission for
Internal Auditing (Hereafter referred
to as the CIA)
Additionally the following structures
are also to be considered ESU
institutions
• The Working
Groups (hereafter referred to as the
WGs).
• The Content
Committees :
The Academic Affairs Committee
The Social Affairs Committee
The Committee of Internal
Development
The Student Union Development
Committee
• Task Forces
• Cross-committee
Networks
The elected institutions of ESU shall be:
■ The Board Meeting
(hereafter referred to as the BM)
■ The Executive
Committee (hereafter referred to as the
EC)
■ Presidency
■ Coordinators
■ Commission for
Internal Audit
■ Working groups
Additionally the following appointed
structures are also to be considered ESU
institutions
■ Secretariat
■ Task forces
■ Expert Pools
OK.
’
NO Paragraph Original text Revised text Comment of SYL
14 6 Minutes 6 Minutes
All institutions of ESU must have
minutes of their meetings. These
minutes have to be made available to all
members within 14 days of the
meeting. The only exception are the
BM Minutes. BM’s minutes shall be
sent to all members, associates and
candidate members of ESU not later
than 30 days after the end of the BM.
The WG chairs (for WGs meetings)
and the EC are responsible for
publishing the minutes. The next
meeting of the institution concerned
should approve these minutes, by
simple majority. The minutes of the
CIA meetings are to be considered as
excluded from the requirement of
making minutes available to members.
All minutes are kept at the disposal of
the members by the ESU secretariat.
7.8 Reports
The institutions of ESU, except the
Secretariat, will present to the BM the
written reports on their activities
according to their plan of work. Reports
have to be circulated like other
documents relevant for the BM. Each
EC member must also present an
individual report to the BM. All
reports are voted upon by the BM and
are adopted with a simple majority of
votes cast. The Chairperson of ESU
does not have to produce an individual
report and will present the general EC
report.
When any person or organisation has
represented ESU, they have to present
a written report to the EC, within 14
days of the meeting taking place.
Unless the information is considered
confidential from the provider of that
information, the Executive Committee
(EC) shall provide these documents to
the Board
6 Reporting and minutes
All institutions of ESU are ultimately
accountable to the Board Meeting or
with the exception of CIA and WGs to
the Executive Committee in the duration
between Board Meetings. All
institutions of ESU report regularly in
written on their activities to the Board
Meeting (with the exception of the
Secretariat) and if requested, to the
Executive Committee. All reporting
should be based on the 3-year Strategic
Plan of ESU and Plan of Work and other
adopted strategies and should reflect the
actual situation.
Reports have to be
circulated like other documents relevant
for the BM. Each member of the
Presidency as well as the EC must also
present an individual report to the BM.
All reports are voted upon by the BM
and are adopted with a simple majority
of votes cast. The Chairperson of ESU
will present the general report of the
activities of ESU.
Reports should be
archived and made available to
respective institutions and the Board to
be consulted at any given time.
When any person or organisation has
represented ESU, they have to present a
written report to the EC, within 14 days
of the meeting having taken place.
Unless the information is considered
confidential from the provider of that
information, the EC shall provide these
documents to the Board.
. These minutes have to be made
available to all members within 14 days
of the meeting. The only exception are
the BM Minutes. BM’s minutes shall be
sent to all members, associates and
candidate members of ESU not later
than 30 days after the end of the BM.
The WG chairs (for WGs meetings) and
the EC are responsible for publishing the
minutes of their meetings. The next
meeting of the institution concerned
should approve these minutes, by simple
majority. The minutes of the CIA
meetings are to be considered as
excluded from the requirement of
making minutes available to members.
All minutes are kept at the disposal of
the members by the ESU secretariat.
It seems unnecessary to
actually vote on whether to
adopt the reports that are
given by ESU institutions.
What does it mean if the BM
“rejects” the report? We
propose that reports are
adopted without voting. If
the BM finds a report
insufficient, it can pass an
internal motion to request a
new report to
Grammatically, it would be
better to rephrase the
sentence “All institutions of
ESU must have minutes of their
meetings that clearly note the
decisions”
-> “All institutions of ESU
must keep minutes of their
meetings. The minutes should
clearly point out the decisions
that have been taken.”
’
NO Paragraph Original text Revised text Comment of SYL
15 7 Board Meeting
7.2 Voting at the
BM (mandatory
item)
7.2 Voting at the BM (mandatory item)
(34) The BM shall
endeavour to reach the widest possible
measure of agreement. Decisions shall
be taken by an absolute majority unless
otherwise specified or except:
• The adoption of
any policy or internal/external motion
(2/3 majority)
• Amendment of the
Statutes or mandatory item on the
standing orders (3/4 majority)
• Amendment of the
auxiliary items on the Standing Orders
(2/3 majority)
• Changes in
membership status (3/4 majority)
• Granting or
revoking the status of an associate
organisation (3/4 majority)
• Approve the
financial report and balance with (2/3
majority)
• Dismiss EC
members, the EC, committee members
or entire committees by vote of no
confidence with (2/3 majority)
7.2 Voting at the BM (mandatory item)
The BM shall endeavour to reach the
widest possible measure of agreement.
Decisions shall be taken by an absolute
majority unless otherwise specified or
except:
● The adoption of
policy or internal motions and
resolutions (2/3 majority)
● Amendment of the
Statutes or mandatory item on the
standing orders (3/4 majority)
● Amendment of the
auxiliary items on the Standing Orders
(2/3 majority)
● Changes in
membership status (3/4 majority)
● Granting or
revoking the status of an associate
organisation (3/4 majority)
● Approve the
financial report and balance with (2/3
majority)
● Dismiss EC
members, the EC, Presidency,
Coordinators, CIA members, the CIA by
vote of no confidence with (2/3 majority)
OK.
16 7 Board Meeting
7.3 Organisation
The BM shall be convened by the EC
and organised by a member, as
approved by the BM, in association
with the ESU secretariat. Unless
otherwise specified all documents to be
voted upon will be circulated 30 days
before the BM to all members,
associates and candidate members. If
the documents are not circulated
accordingly, the documents being late
are not to be dealt with or voted upon.
The BM shall be convened by the EC
and organised by a member, as approved
by the BM, in association with the ESU
secretariat. The Presidency must
approve applications to host a BM based
on financial feasibility before they are
subject to a decision by the BM.
Unless otherwise specified all documents
to be voted upon will be circulated 30
days before the BM to all members,
associates and candidate members. If the
documents are not circulated
accordingly, the documents being late
are not to be dealt with or voted upon.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
17 7 Board Meeting
7.4 Closed
Meeting
The BM can decide to have a closed
meeting or to have closed sessions
during the meeting. This is done by
proposing a procedural motion.
Closed meetings are only open to full
members and student representatives
who are part of an institution of ESU,
either as a person or as a
representative. The EC may decide to
allow the presence of any members of
the secretariat and the CIA during
said closed sessions.
The BM can decide to have a closed
meeting or to have closed sessions
during the meeting. This is done by
proposing a procedural motion.
Closed meetings are only open to full
members and student representatives
who are part of an institution of ESU,
either as a person or as a representative.
During the closed sessions, the Board
may decide to allow the presence of any
guests.
The proposed amendment
has nothing to do with the
organizational reform.
18 7 Board Meeting
7.6 Mandates
Transfer of mandate may also be
applied during sessions of a Board
Meeting, where a member NUS
provides the Chair of the BM with a
written statement of consent giving a
reason acceptable to the chair. A
member can carry the mandate of one
other member, and at no time may any
one member organisation ever have
more than four (4) votes at any one
time.
Transfer of mandate may also be applied
during sessions of a Board Meeting,
where a member NUS provides the
Chair of the BM with a written
statement of consent. A member can
carry the mandate of one other member,
and at no time may any one member
organisation ever have more than four
(4) votes at any one time.
The proposed amendment
has nothing to do with the
organizational reform.
19 7 Board Meeting
7.9 Speakers
Every speaker has the right to have
three minutes to present his or her
views without interruption. The
speaking time can be altered by a
procedural motion. This time limit
should not apply to representatives
presenting any report.
Every speaker has the right to have three
minutes to present his or her views
without interruption. The speaking time
can be altered by a procedural motion.
This time limit should not apply to
presenters of any report.
OK.
20 7 Board Meeting
7.11 Motions and
amendments
Motions and amendments may be put
forward in writing at any time during
the BM until the deadline as directed
by the Chair of the BM. During the
BM, where motions do not relate to the
items on the agenda, the BM should
vote on whether or not to accept those
motions onto the agenda. These are
accepted to the agenda with a simple
majority.
Motions and amendments may be put
forward in writing at any time during
the BM until the deadline as directed by
the Chair of the BM. During the BM,
where motions do not relate to the items
on the agenda, the BM should vote on
whether or not to accept those motions
onto the agenda. These are accepted to
the agenda with a 2/3 majority.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
21 7 Board Meeting
7.13 Procedure to
motion
All motions put forward by members
shall have a proposer and at least one
seconder.
Candidate and associate members may
put forward any motion but these must
be seconded by a full member or the
EC.
The EC may put forward motions on
any point without a seconder.
All Content Committees and Cross-
Committee Networks may put forward
motions within their area of work
without a seconder. The Chair of the
meeting decides if a given motion falls
within the Content Committees’ area of
work. . Any motions that are deemed to
be out of the area of work would require
a seconder which is either the EC or a
full member. The Chair's decision may
be overturned in accordance with these
standing orders.
After moving a motion, the proposer or
one of the seconders if the proposer
chooses not to speak, shall have the
right to speak, for a maximum of three
minutes, in order to motivate the
motion. The motion shall then be
opened to discussion and amendments;
the proposer may exercise a right of
reply immediately before the vote is
taken.
All motions put forward by members
shall have a proposer and at least one
seconder.
Candidate and associate organisations
may put forward any motion but these
must be seconded by a full member or
the EC.
The EC may put forward motions on
any point without a seconder.
All other ESU institutions with the
exception of the Secretariat may put
forward motions within their area of
work without a seconder. The Chair of
the meeting decides if a given motion
falls within the area of work. Any
motions that are deemed to be out of the
area of work would require a seconder,
which is either the EC or a full member.
The Chair's decision may be overturned
in accordance with these standing
orders.
After moving a motion, the proposer or
one of the seconders if the proposer
chooses not to speak, shall have the right
to speak, for a maximum of three
minutes, in order to motivate the
motion. The motion shall then be opened
to discussion and amendments; the
proposer may exercise a right of reply
immediately before the vote is taken.
OK, although the fourth
paragraph might be better
formulated as:
“All other ESU institutions
with the exception of the
Secretariat may put forward
motions within their area of
work without a seconder.”
-> “ESU institutions, with the
exception of the Secretariat, may
put forward motions within
their area of work without a
seconder.”
22 7 Board Meeting
7.14
Amendments
When a change is proposed to an
amendment or a motion which isn’t
Plan of Work, Budget or a Policy
document, only the proposer of the
amendment has the right to include it
or change the amendment or motion. If
the proposer refuses a change, the
amendment will be put to vote as it
stands. Proposers have the right to
withdraw motions at any time before
the vote of adoption.
When a change is proposed to an
amendment or a motion, which isn’t
Three-year strategic framework, Plan of
Work, Budget or a Policy document,
only the proposer of the amendment has
the right to include it or change the
amendment or motion. If the proposer
refuses a change, the amendment will be
put to vote as it stands. Proposers have
the right to withdraw motions at any
time before the vote of adoption.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
23 8 ESU Elected
Representatives
• ESU Elected
Representatives
Any person nominated for an elected
position within ESU structures, as
detailed below, must be a student at the
time their mandate as an ESU elected
representative begins. Candidates for
the Commission for Internal Audit
need not be students.
There is no limit on the amount of
terms an ESU elected representative
may serve, with the exception of the
Chairperson who may only serve a
maximum of 2 consecutive terms in the
post of chairperson.
No elected member of ESU can also act
as a representative of any member
union or other association or
organisation during any ESU event,
whether organised in whole or
supported by ESU, or when attending
any ESU internal event or while on
external representation when mandated
to do so.
● ESU Elected
Representatives
Any person nominated for an elected
position within ESU structures, as
detailed below, must be a student at the
time their mandate as an ESU elected
representative begins. Candidates for the
Commission for Internal Audit need not
be students.
There is no limit on the amount of terms
an ESU elected representative may
serve, with the exception of the
Chairperson who may only serve a
maximum of 2 consecutive terms in the
post of chairperson.
No elected member of ESU can also act
as a representative of any member union
or other association or organisation
during any ESU event, whether
organised in whole or supported by
ESU, or when attending any ESU
internal event or while on external
representation when mandated to do so.
Elected members of the ESU Presidency
cannot be elected to any decision-making
body of a full or candidate member.
We feel that it is indeed
necessary to limit elected
representatives’ right to
simultaneously hold
positions in ESU and
member organizations. in
order to secure a certain level
of impartiality. However, it
is not within ESU’s power to
decide whether a person can
be elected to a position in
another independent
organization.
We propose that the last
sentence be altered from:
“Elected members of the ESU
Presidency cannot be elected to
any decision-making body of a
full or candidate member.”
-> “Elected members of the ESU
Executive Committee cannot
hold positions in any decision-
making bodies of a full or
candidate member. If an
Executive Committee member
has a position in such body, they
are considered resigned from the
Executive Committee.”
24 8 Executive
Committee
8.1 Composition
of the EC
(mandatory item)
The EC consists of five to seven people
elected by the Board Meeting. This
number includes the Chairperson and
Vice-Chairperson. The number of
people in the EC is decided by a motion
to be treated before the EC elections
and supported by an absolute majority
and this decision will stay in force
unless decided otherwise.
The term of mandate of all the members
of the EC is for one (1) year and starts
on the first of (1) July and ends on the
thirtieth (30) of June. The period
between the elections and the first (1) of
July is to be considered one of
transition between the present EC and
the elected members.
The EC consists of eight to ten people
elected by the Board Meeting. This
number includes the Presidency
composed of a Chairperson and two
Vice-Chairpersons. The number of
people in the EC is decided by a motion
to be treated before the EC elections and
supported by an absolute majority and
this decision will stay in force unless
decided otherwise.
The term of mandate of all the members
of the EC is for one (1) year and starts
on the first of (1) July and ends on the
thirtieth (30) of June. The period
between the elections and the first (1) of
July is to be considered one of transition
between the present EC and the elected
members.
The EC and the Presidency should
represent the diversity of ESU and their
members. Therefore the Board should
strive for a representative EC in terms of
region and opinion.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
25 8 Executive
Committee
8.4 Competencies
of the EC
8.4 Competencies of the EC
Further to what is defined in the
Statutes, the EC shall:
• Coordinate the
WGs;
• Implement the
decisions of the BM;
• Coordinate the rest
of ESU’s elected representatives and
content committees;
• Ensure that the
chairs of relevant WGs are informed
about the decisions of the EC of
relevance to the work of those WGs;
• Draw up the
agenda for the BMs in cooperation with
the Secretariat, other ESU content
committees and the relevant WGs;
• Define the political
strategy of ESU;
• Draw up a
portfolio of competencies for all ESU
elected representatives and these shall
be in line with the ESU plan of Work;
• Keep all members,
candidate members and associates
regularly informed of the activities of
the organisation in between BMs;
• Be responsible for
overall finances and financial wellbeing
and development of the organization.
8.2 Competencies of the EC
Further to what is defined in the
Statutes, the EC shall:
● Draw up the agenda
for the Board Meeting and decide on
proposed decisions for BM approval
● Implement the
decisions of the BM
● Be responsible for
external representation and advocating
for ESU policy
● Define the political
strategy of ESU;
● Take policy related
decisions within the remit of the policy
decided by the BM
● Propose
coordinators to the BM, appoint task
forces and the Secretariat;
● Establish, and if
necessary implement, a procedure for
setting up steering committees of any
expert pools
● Ensure that all ESU
institutions and bodies are informed
about the decisions of the EC of
relevance to the work of those
institutions; and serve as the contact
point for coordinators as well as the
steering committees of the expert pools.
● Draw up a portfolio
of competencies for all ESU institutions
and elected representatives being in line
with the ESU plan of Work and the
three-year strategic framework;
● Keep all members,
candidate members and associates
regularly informed of the activities of the
organisation in between BMs;
● Be responsible for
overall financial wellbeing and
development of the organisation.
The EC may delegate competencies and
responsibilities to the Presidency who
must report to the EC at every meeting.
The EC may not delegate issues
concerning setting the political strategy
and appointing task forces and steering
committees of expert pools.
Coordinators should be
elected at a BM in the same
manner as the Chairperson.
26 8 Executive 8.5 Votes in the Executive 8.3 Votes in the Executive We applaud the goal of
making EC a well-
’
NO Paragraph Original text Revised text Comment of SYL
Committee
8.5 Votes in the
Executive
Every member in the Executive has one
vote during EC meetings. The EC
meetings are chaired by the ESU
Chairperson and minutes are to be
taken and disseminated by the Vice-
Chairperson.
During the transition period the newly
elected members do not have the right
to vote during EC meetings.
Without prejudice to the preceding
Article, every elected EC member has
the right to attend EC meetings and be
kept informed by the present EC
during the period of transition.
Every member in the Executive has one
vote during EC meetings. The EC
meetings are prepared by the Presidency
and chaired by the ESU Chairperson.
Minutes are to be taken and
disseminated by the Presidency.
During the transition period the newly
elected members do not have the right to
vote during EC meetings.
Without prejudice to the preceding
Article, every elected EC member has the
right to attend EC meetings and be kept
informed by the present EC during the
period of transition.
functioning and efficient
decision-making body that
has the power to set its own
working procedures.
However, it is generally a
good idea to define some
very fundamental working
principles outside the
working procedures that the
EC makes for itself. Such
things are the voting
procedure and procedure for
postponing a decision.
Regarding voting, we
propose an addition to
clarify what happens in an
event of tie and how to use
secret ballot. Addition would
be made after “Every member
in the Executive has one vote
during EC meetings.”
Addition: “When voting,
decisions are taken by a simple
majority vote. In case of a tie,
the acting Chairperson’s vote is
decisive. Secret ballot is used
whenever at least two members
of the EC request it as well as in
the case of an election.”
The second issue is related to
postponing a decision. In
order to safeguard rights of
all EC members to take
enough time to decide on an
issue, there should be a
procedure for making a
motion to table a decision.
One might be set up with a
following addition: “If a
motion to table a topic is made,
the motion has to be resolved
immediately without further
discussion. The first time that
topic is in an EC meeting, the
motion to table succeeds if two
or more members of the EC
support it. In further meetings a
simple majority is required. The
tabled topic has to be taken on
the agenda of the next EC
meeting.”
We also feel that the Vice-
Chairpersons should be able
to chair the meetings when
Chairperson is not available.
We trust in your ability to
formulate the change if you
’
NO Paragraph Original text Revised text Comment of SYL
find it appropriate.
27 8 Executive
Committee
8.6 The Executive
Meeting
8.6 The Executive Meeting
EC meetings are called by the
Chairperson who also sets the agenda,
on advice of the rest of the EC. Every
EC member can ask the Chairperson to
call an executive meeting, in writing
who must do so within five (5) days of
receiving the request.
The EC has the right to self-regulate
the procedure of their meetings. To this
end the EC will issue a document
outlining the working methods for such
meetings. This document must be
disseminated to the different ESU
representatives and can be changed by
agreement of the EC as detailed in the
paragraph below. Any subsequent
changes must also be circulated to ESU
representatives.
No part of said working methods
document, or any other working
document, can go against ESU’s
statutes or Standing orders. In case of
conflict the statutes and standing
orders are to be considered supreme.
The EC will meet at least once a month
The working method document is only
valid if it is ratified by two-thirds (2/3)
of the EC. Any amendment to such
document needs to be ratified by the
same amount of votes.
The EC meetings are to be open only to
ESU EC members. The Chairperson
may invite anyone else to the meeting
to act as an observer or to talk about a
specific point or points on the Agenda.
8.4 Working methods of the the
Executive Committee
8.4.1 General working procedures of the
Executive Committee
The EC adopts rules
of procedure of its own work and makes
them public towards ESU’ s members.
These rules should include procedure of
decision-making, of meetings and every
day work. These rules of procedure can
be adopted and changed by the
agreement of the EC by two-thirds
majority.
No part of these procedures or any other
similar working document can go
against ESUs Statutes or Standing
orders. In case of conflict the statutes
and standing orders are to be considered
supreme.
EC members divide the different areas of
work and content responsibilities
between themselves and make these
divisions transparent to the members.
8.4.2 Meetings of the Executive
Committee
EC meetings are called by the
Chairperson who also sets the agenda, on
advice of the Presidency and the rest of
the EC. Every EC member can ask the
Chairperson to call an executive meeting
in writing, who must do so within five
(5) days of receiving the request. The EC
will meet at least once a month
The EC meetings are to be open only to
ESU EC members. The Chairperson may
invite anyone else to the meeting to act
as an observer or to talk about a specific
point or points on the Agenda.
The Vice-Chairpersons
should also be able to call EC
meetings.
We propose that “EC
meetings are called by the
Chairperson who also sets the
agenda”
is changed to
“EC meetings are called by a
member of the Presidency who
also sets the agenda”
’
NO Paragraph Original text Revised text Comment of SYL
28 8 Executive
Committee
8.5 Competencies of the Presidency
The Presidency consists of the
Chairperson and two Vice-Chairpersons.
The Presidency is the operational
decision-making body within the
organisation and is responsible for day-
to-day coordination and management of
the organisation and steering of its
institutions.
The Presidency is responsible for the
preparation of the EC meetings and
must report on its activities to the EC at
every meeting.
The Presidency is responsible for
monitoring and coordinating the work of
the EC, the Secretariat, the coordinators
and task forces.
The members of the Presidency are fully
located at the ESU headquarters and
remunerated equally in accordance to
the law.
Among other competencies, the
Presidency should:
Coordinate the
administration and management of ESU
Coordinate the
reporting to the Board Meeting
Coordinate the external representation of
ESU
OK.
’
NO Paragraph Original text Revised text Comment of SYL
29 8 Executive
Committee
8.2 Competencies
of the
Chairperson
8.2 Competencies of the Chairperson
The chairperson is the chair of ESU.
S/he is the principal representative of
ESU and represents the total of the
other institutions of the organisation
and must act accordingly during the
entire term of their mandate.
The Chairperson is a member ex ufficio
of every structure or institution within
ESU, except the CIA. S/he is also the
chair of all EC meetings and has one
vote within this institution.
The Chairperson is responsible for the
overall coordination and carries out the
financial administration of the
organization in cooperation with the
Vice-Chairperson.
Among other competencies and duties
the Chairperson should:
• Assure that the
whole political priorities of ESU are
coherent and keep to the principle of
continuity as a basis for these
considerations:
• Keeps contact with
all the institutions of ESU and keeps
them updated of the developments in all
spheres of activities of ESU.
• Call EC meetings
and together with the EC, develop an
agenda.
• Be the primary
coordinator for all political activities in
cooperation with the rest of the EC.
8.6 Competencies of the Chairperson
The chairperson is the chair of ESU.
S/he is the principal representative of
ESU and represents the total of the other
institutions of the organisation and
must act accordingly during the entire
term of their mandate.
The Chairperson is a member ex ufficio
of every structure or institution within
ESU, except the CIA. S/he is also the
chair of all EC meetings and has one
vote within this institution.
The Chairperson is responsible for the
overall coordination and carries out the
financial administration of the
organization in cooperation with the
Presidency.
Among other competencies and duties
the Chairperson should:
● Assure that the
whole political priorities of ESU are
coherent and keep to the principle of
continuity as a basis for these
considerations.
● Keep contact with
all the institutions of ESU and keep
them updated of the developments in all
spheres of activities of ESU.
● Call EC meetings
and together with the Presidency and the
EC, develop an agenda.
● Be the primary
coordinator for all political activities in
cooperation with the rest of the EC and
the Presidency.
“ex officio”. Otherwise OK.
’
NO Paragraph Original text Revised text Comment of SYL
30 8 Executive
Committee
8.3 Competencies
of the Vice-
Chairperson
8.3 Competencies of the Vice-
Chairperson
The vice-chairperson is elected directly
by the members of ESU and is the
primary responsible for the
organizational aspects, finances and
administration of ESU together with
the rest of the EC
S\he is a member of the EC and has
one vote within the committee.
Among other competencies and duties
the Vice-Chairperson should:
• Together with the
Chairperson and EC coordinate the
administration of ESU;
• Coordinate
communication and relations with
ESU associate members;
• Coordinate the
relations and communication between
the different ESU structures;
• Coordinate,
together with the EC, correspondence
with ESU members;
• Ensure that all
institutions of ESU are kept up-to-date
with the developments of the
organisation;
• Together with the
EC, set the agenda and call meetings of
all ESU elected representatives (so-
called hacks meetings);
• Disseminate the
minutes of the EC meetings to the ESU
members and other ESU elected
representatives;
• Coordinate the
reporting to ESU members;
• Together with the
EC and other relevant ESU structures,
be responsible for the internal
development of the organisation;
• Carries out the
day-to-day financial administration of
the organisation within the Executive
Committee, in cooperation with the
Chairperson, the Secretariat as
mandated by the Executive Committee,
and the Committee of Internal
Development. This is without prejudice
to the competencies of the CIA as
outlines in these Standing Orders.
8.7 Competencies of the Vice-
Chairperson responsible for
organisational affairs
The Vice-Chairperson responsible for
organisational affairs (hereafter referred
to as VCO) is elected directly by the
members of ESU and is the primary
responsible for organisational aspects,
finances and administration of ESU
together as discussed and agreed upon
by the Executive Committee.
Among other competencies and duties
the VCO should:
● Together with the
Chairperson and EC coordinate the
administration of ESU;
● Coordinate
communication and relations with ESU
associate members;
● Coordinate the
relations and communication between
the different ESU structures;
● Coordinate, together
with the EC, correspondence with ESU
members;
● Ensure that all
institutions of ESU are kept up-to-date
with the developments of the
organisation;
● Disseminate the
minutes of the EC meetings to the ESU
members and other ESU elected
representatives;
● Coordinate the
reporting to ESU members;
● Together with the
EC and other relevant ESU structures,
be responsible for the internal
development of the organisation;
● Carries out the day-
to-day financial administration of the
organisation within the Executive
Committee, in cooperation with the
Chairperson and the Secretariat. This is
without prejudice to the competencies of
the CIA as outlined in these Standing
Orders.
Add “Call EC meetings and
together with the Presidency
and the EC, develop an agenda”
’
NO Paragraph Original text Revised text Comment of SYL
31 8 Executive
Committee
8.8 Competencies of the Vice-
Chairperson responsible for policy
coordination
The Vice-Chairperson responsible for
policy coordination (hereafter referred to
as VCP) is elected directly by the
members of ESU and is the primary
responsible for the organisation’s
lobbying work and coordination of policy
making together as discussed and agreed
upon by the Executive Committee.
Among other competencies and duties
the VCP should:
● Together with the
Chairperson and the EC, work in
promoting the political principles of the
organization
● Implement the
political strategies of the organisation
● Together with the
Chairperson and the Secretariat,
coordinate external communication and
relations with the media;
● Ensure that all
institutions of ESU are kept up-to-date
with the policy developments within the
organisation;
Add “Call EC meetings and
together with the Presidency
and the EC, develop an agenda”
’
NO Paragraph Original text Revised text Comment of SYL
33 8 Executive
Committee
8.8 Nominations
8.8 Nominations
Nominations for Chairperson, Vice-
Chairperson or EC must be submitted
in writing to the ESU secretariat and
copied to the members of the EC not
less than thirty (30) days in advance of
a BM. The ESU Secretariat shall
distribute all the information relating
to the nominations of candidates to all
members within ten days of receiving
the nominations.
A nomination shall consist of a
mandate from a full ESU member, a
copy of the nominated person’s CV and
a letter of motivation from said
nominated person.
When there are not enough candidates
or gender balance cannot be achieved
before the nomination deadline the
returning officer will re-open the call
for nominations. This call will be re-
opened for 15 days, during which time
no names, letter of motivation, CV or
nomination of candidates that
submitted applications before the initial
deadline will be released. If after this 15
days deadline there are still not enough
candidates to fill the committee or
gender requirement then the
nominations will be re-opened till the
start of the Board Meeting. The names,
CVs and letters of nomination and
motivation of all candidates will be
notified only after this 15 day deadline.
8.10 Nominations
Nominations for Chairperson, Vice-
Chairpersons or EC must be submitted
in writing to the ESU secretariat and
copied to the members of the EC not less
than thirty (30) days in advance of a
BM. The ESU Secretariat shall
distribute all the information relating to
the nominations of candidates to all
members within ten days of receiving
the nominations.
A nomination shall consist of a mandate
from a full ESU member, a copy of the
nominated person’s CV and a letter of
motivation from said nominated person.
When there are not enough candidates
before the nomination deadline the
returning officer will re-open the call for
nominations. This call will be re-opened
for 15 days, during which time no
names, letter of motivation, CV or
nomination of candidates that submitted
applications before the initial deadline
will be released. If after this 15 days
deadline there are still not enough
candidates to fill the position(s) then the
nominations will be re-opened till the
start of the Board Meeting. The names,
CVs and letters of nomination and
motivation of all candidates will be
notified only after this 15 day deadline.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
34 8 Executive
Committee
8.9 Election
procedure for
Chairperson
8.9 Election procedure for the
chairperson
The Election of Chairperson shall take
place before the election of the Vice-
Chairperson and the EC. Before the
election each candidate shall be afforded
the opportunity to make a presentation
while other candidates for the position
have been escorted out of the room, not
lasting more than 5 minutes and be
questioned by the Chair of the BM who
has the right to choose at least 3
questions submitted in writing by the
Board before the deadline set by the
Chair of the BM. Questions will be
addressed to all candidates in an equal
manner directly following the
presentations.
The election for Chairperson shall take
place using the Alternative Vote
System (AV). Where there is one
candidate, that candidate shall stand
against Re-open Nominations (RON)
in an AV election. Where there is more
than one candidate, those candidates
will contest an AV election with RON
as an additional candidate. The first
candidate to exceed 50% of votes in
successive stages of transfer will be
deemed designated.
(108) In the event of
RON being elected, nominations shall
re-open immediately for a period of five
working hours. If, after this period, no
further nominations have been
received, the candidate with the highest
number of votes after RON shall be
deemed designated. Otherwise, a new
AV election is conducted.
All candidates may attend the count or
send a nominated representative to
observe.
8.10 Election procedure for the
Chairperson and Vice-Chairpersons
The Election of Chairperson shall take
place before the election of the Vice-
Chairpersons and the EC. Before the
election each candidate shall be afforded
the opportunity to make a presentation
while other candidates for the position
have been escorted out of the room, not
lasting more than 5 minutes and be
questioned by the Chair of the BM who
has the right to choose at least 3
questions submitted in writing by the
Board before the deadline set by the
Chair of the BM. Questions will be
addressed to all candidates in an equal
manner directly following the
presentations.
The elections for Chairperson and Vice-
Chairpersons shall take place separately
using the Alternative Vote System (AV).
Where there is one candidate, that
candidate shall stand against Re-open
Nominations (RON) in an AV election.
Where there is more than one candidate,
those candidates will contest an AV
election with RON as an additional
candidate. The first candidate to exceed
50% of votes in successive stages of
transfer will be deemed designated.
In the event of RON being elected,
nominations shall re-open immediately
for a period of five working hours. If,
after this period, no further nominations
have been received, the candidate with
the highest number of votes after RON
shall be deemed designated. Otherwise, a
new AV election is conducted.
All candidates may attend the count or
send a nominated representative to
observe.
OK.
35 8.10 Election procedure for the Vice-
Chairperson
(110) The Election of the
Vice-Chairperson shall take place before
the election of the EC and will follow
the procedure of the election of the
Chairperson.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
36 8 Executive
Committee
8.11 Election
Procedure for
other members of
the Executive
Committee
Elections are carried out separately for
both gender in the committee by a
preferential voting system as outlined
in the annexes to these standing orders,
without gender balance (Annex 2).
Before the election each candidate shall
be afforded the opportunity to make a
presentation while other candidates for
the committee have been escorted out of
the room, not lasting more than 5
minutes and be questioned by the Chair
of the BM who has the right to choose
at least 3 questions submitted in
writing by the Board before the
deadline set by the Chair of the BM.
Questions will be addressed to all
candidates in an equal manner directly
following the presentations.
The following restrictions shall be
observed:
No member of ESU has the right to
have more than one person sitting in
the EC. There will be an equal gender
balance of female and male persons
sitting in all content committees and
the EC (excluding the Chair), but
including the Vice-Chairperson.
Elections are carried out separately in
the committee by a preferential voting
system as outlined in the annexes to
these standing orders. Before the election
each candidate shall be afforded the
opportunity to make a presentation
while other candidates for the committee
have been escorted out of the room, not
lasting more than 5 minutes and be
questioned by the Chair of the BM who
has the right to choose at least 3
questions submitted in writing by the
Board before the deadline set by the
Chair of the BM. Questions will be
addressed to all candidates in an equal
manner directly following the
presentations.
The following restrictions shall be
observed:
■ No member of ESU
has the right to nominate more than one
person to the Executive Committee,
including the Chairperson and Vice-
Chairpersons.
OK.
37 8 Executive
Committee
8.12 Resignation
of a member of
the EC
Until discharged by the BM all
members of the EC shall be fully
accountable to the BM for their actions.
Only the BM can grant resignation to
a member of the EC. In case of
resignation or disposition of one or
several EC members, the BM decides
how to proceed.
Until discharged by the BM all members
of the EC shall be fully accountable to
the BM for their actions.
Only the BM can grant resignation to a
member of the EC. In case of resignation
of an EC member, more than thirty (30)
days before the start of a BM, the
Executive Committee can open the call
and select a new EC member. This
selection has to be ratified by simple
majority by the following Board
meeting. If the resignation of an EC
member falls within thirty (30) days of
the start of the BM, a call must be issued
and an election takes place at the BM.
In case of resignation of more than one
third of EC simultaneously the Board
Meeting decides on how to proceed.
Since “simultaneously” is a
rather ambiguous adjective
in this context, we suggest
that you consider the length
of the original mandate as a
defining timeframe. If more
than one-third of EC changes
during the mandate, it
certainly is a crisis.
’
NO Paragraph Original text Revised text Comment of SYL
38 8 Executive
Committee
8.13 Report of the
EC
The EC and the members of the EC
should send their written reports, and
ESU’s plan of work, thirty (30) days
prior to the BM. The BM will first
discuss the general report of the whole
Executive Committee, and after that
the personal reports of individual
members of the EC. All reports, both
general and personal have to be
approved by the BM by a simple
majority. In between BMs the EC
should on a regular basis inform the
candidates, associates and members of
their activities.
The BM will first discuss the general
report of the whole Executive
Committee, and after that the personal
reports of individual members of the EC.
All reports, both general and personal
have to be approved by the BM by a
simple majority. In between BMs the EC
should on a regular basis inform the
candidates, associates and members of
their activities.
OK.
39 8 Executive
Committee
8.14 Non-
Election of EC
and Chairperson
or Vice-
Chairperson of
ESU
In case no Chairperson is elected, the
current Chairperson can by a simple
majority vote, continue until the next
Board Meeting. If the current
Chairperson does not wish to continue,
the current Vice-Chairperson can by a
simple majority vote continue as
Chairperson until the next board
meeting.”If no Vice-Chairperson of
ESU is elected and the Chairperson
and the member(s) of the EC are
elected, the EC will decide which
member of the EC shall be deemed as
the Vice-Chairperson. This decision
must be ratified by the Board by
absolute majority at the subsequent
Board Meeting
If one or more positions under five
people in the EC (except for the
Chairperson and Vice-Chairperson)
remain unfilled by the closing of the
Board Meeting, the EC shall select
person(s) from among the elected
representatives, or if it is not possible,
issue a call to select person(s) to form
part of the EC within two months of
the end of the BM. This decision must
be ratified by absolute majority at the
subsequent Board Meeting
In case the EC has more than five
members and one or more positions
over the five is left unfilled, the EC will
be considered to be complete in the size
it has been elected until the next
ordinary Board Meeting.
In case no Chairperson is elected, the
current Chairperson can by a simple
majority vote, continue until the next
Board Meeting. If the current
Chairperson does not wish to continue,
one of the current Vice-Chairpersons can
by a simple majority vote continue as
Chairperson until the next Board
Meeting. If one or both Vice-
Chairperson(s) of ESU are not elected
and the Chairperson and the member(s)
of the EC are elected, the EC will decide
which member(s) of the EC shall be
deemed as the Vice-Chairperson(s). This
decision must be ratified by the Board by
absolute majority at the subsequent
Board Meeting.
If one or more positions under five
people in the EC (except for the
Chairperson and Vice-Chairperson)
remain unfilled by the closing of the
Board Meeting, the EC shall issue a call
to select person(s) to form part of the EC
within two months of the end of the BM.
This decision must be ratified by
absolute majority at the subsequent
Board Meeting
In case the EC has more than eight
members and one or more positions over
the eight is left unfilled, the EC will be
considered to be complete in the size it
has been elected until the next ordinary
Board Meeting.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
40 8 Executive
Committee
8.15 Substitution
of absent EC
members
In the case of the Chairperson
resigning or becoming absent from
duties due to an extraordinary reason
that prohibits acting or fulfilling the
duties of the Chairperson, the Vice-
Chairperson shall be deemed as the
acting Chairperson until the return of
the Chairperson or an election of a new
Chairperson.
In the case of Vice-Chairperson
resigning or becoming absent from
duties for an extraordinary reason that
prohibits acting or fulfilling the duties
of the Vice-Chairperson, the EC will
decide which member of the EC shall be
deemed as the acting Vice-Chairperson
until the return of the Vice-
Chairperson or an election of a new
Vice-Chairperson.
In the case of an EC member other than
the Chairperson or Vice-Chairperson
resigning or becoming absent from
duties due to an extraordinary reason
that prohibits acting or fulfilling the
duties of the respective EC member, the
EC shall decide which members of the
EC will take over the responsibilities of
the absent member.
In the case of the Chairperson resigning
or becoming absent from duties due to
an extraordinary reason that prohibits
acting or fulfilling the duties of the
Chairperson, the Vice-Chairperson(s)
shall take over the role as acting
Chairperson(s) until the return of the
Chairperson or an election of a new
Chairperson.
In the case one of the Vice-Chairpersons
resigns or becomes absent from duties
for an extraordinary reason that
prohibits acting or fulfilling the duties of
the Vice-Chairperson, the EC will decide
which member of the EC shall be deemed
as the acting Vice-Chairperson until the
return of the Vice-Chairperson or an
election of a new Vice-Chairperson.
In the case of an EC member other than
the Chairperson or one of the Vice-
Chairpersons resigning or becoming
absent from duties due to an
extraordinary reason that prohibits
acting or fulfilling the duties of the
respective EC member, the EC shall
decide which members of the EC will
take over the responsibilities of the
absent member.
We find it problematic that
there is no clarification which
one of the Vice-Chairpersons
takes the role of the acting
Chairperson, while it
certainly would be
reasonable to have one
designated Chairpersons. We
propose that either it should
be defined in the Standing
Orders which Vice-
Chairperson takes over the
duties of acting Chairperson
or that the EC should decide
which Vice-Chairperson
should replace the
incapacitated Chairperson.
41 9 Coordinators
9.1 Competencies of
the Coordinators
The role of the Coordinators is that of
being responsible for issues that are of
priority to ESU on a constant basis.
The mandate of a coordinator shall be
defined by the call issued by the
Executive Committee, but shall not be
longer than 2 years. There is no
restriction to the number of consecutive
mandates for a coordinator.
The Coordinator for Human Rights and
solidarity shall:
■ Answer to calls for
solidarity of member and non-member
organisations
■ Works on the
promotion of the Students’ Rights
Charter & prepares ESU’s actions for
the international students’ day
■ Develop policy and
We think that the
coordinators should be
elected in the same manner
as members of the
Presidency and that their
mandate should be one year.
These regulations should be
changed in case it becomes
possible to hire coordinators
as employees.
’
NO Paragraph Original text Revised text Comment of SYL
represent ESU in other topics pertaining
to the field of Human Rights
The Coordinator for Equity shall:
● Implement the
Gender Mainstreaming Strategy
● Oversee
implementation of equity measures in all
of ESU’s work and activities
● Develop policy and
content on issues of equity and equality
in and outside ESU
● Attend and organize
trainings in the field of Equity
● Represent ESU in
external events discussing fields relating
to equity
The Coordinator for Membership Issues
shall:
● Handle the requests
concerning the ESU membership
● Coordinate, and
where applicable partake in, study visits
● Give training on the
pillars of the student movement and
coordinate other trainings for NUSes
● Elaborate
information tools with best practices for
the members to facilitate capacity
building in the NUSes and local unions.
42 9.2 Election of Coordinators
Coordinators are proposed to the Board
Meeting by the Executive Committee.
The Executive Committee establishes a
procedure that will seek to find the most
competent candidates in an open
decision-making procedure. The EC
must submit a proposal that includes the
CV and motivation letter of the nominee
thirty (30) days before the BM.
The Board Meeting decides by a simple
majority vote, if the proposed
coordinator is elected or rejected. The
Board Meeting may not propose a
candidate itself.
We think that the
coordinators should be
elected in the same manner
as members of the
Presidency and that their
mandate should be one year.
These regulations should be
changed in case it becomes
possible to hire coordinators
as employees.
’
NO Paragraph Original text Revised text Comment of SYL
43 9.3 Resignation of Coordinator
Coordinators can be discharged only by
the support of 2/3 majority of the BM.
Until discharged by the BM, all
coordinators shall be fully accountable to
the BM for their actions. Only the BM
can grant resignation to a Coordinator.
In case of a resignation of a coordinator
more than 30 days before the BM, the
EC can decide to select an interim
coordinator until proposing a new
coordinator to the BM.
There is a contradiction
regarding accountability to
the BM and the fact that in
the proposed amendments
the coordinators would be
practically appointed by the
EC. See two previous
comments.
44 9.4 Report of Coordinators
Coordinators must
present a written report of their
activities to the BM and in between
Board Meetings to the Executive
Committee at least once a month, which
has the right of scrutiny and oversight
regards to fulfillment of the plan of
work. These reports will also be made
available to the Board and other ESU
institutions for information purposes.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
45 9 Working
Groups
9.1 Competencies
of the WGs
(mandatory item)
9.2 Election of
chair(s) of WGs
9 Working Groups
9.1 Competencies of the WGs
(mandatory item)
The WGs shall deal with specific areas
of work relevant to the work of ESU or
in the interests of its members.
The WGs shall:
• Prepare policies
and propose these to the BM in
cooperation with other ESU elected
representatives
• Make suggestions
to the Board within their report on how
to continue the ESU work on the
respective field.
• Endeavour to
collect information in their fields and
circulate it
• Be given preference
with the external representation of
ESU to any external events concerning
their fields unless it overlaps with that
of a content committee in which case
the latter is preferred.
The chair of the WG shall ensure that
the EC, members of the WG and the
Secretariat are informed of ongoing
work of the Working Group.
9.2 Election of chair(s) of WGs
A member or a group of members can
apply to chair a WG. Candidates and
associate organisations can apply to co-
chair a WG together with a member or
a group of members.
Nomination for chairing a WG must be
received by the ESU secretariat at least
30 days before the BM.
They shall submit a proposed plan of
work. The BM elects the chair(s) of a
WG by simple majority on the basis of
the proposed Plan of Work.
10. Working Groups
10.1 Competencies of the WGs
(mandatory item)
The WGs shall deal with specific areas of
work relevant to the work of ESU or in
the interests of its members. These
working areas should be out of the scope
from the main tasks of the Executive
Committee as decided by the ESU Plan
of Work.
The WGs shall:
● Prepare policies and
propose these to the BM in cooperation
with the Executive Committee and
Coordinators
● Make suggestions to
the Board within their report on how to
continue the work of ESU in the
respective field.
● Endeavour to collect
information in their fields and circulate
it
● Be given preference
with the external representation of ESU
to any external events concerning their
fields unless it overlaps with that of an
elected representative in which case the
latter is preferred.
WGs are chaired by one NUS. The chair
of the WG shall ensure that the EC,
members of the WG and the Secretariat
are informed of ongoing work of the
Working Group.
Save for the exception laid down in
Article 10.3 a member of the EC that
serves as a contact point may not act as
Chair of a WG.
The method of forming a
Working Group should be
clarified.
’
NO Paragraph Original text Revised text Comment of SYL
46 9 Working
Groups
9.3 Plan of work
of the WGs
9.3 Plan of work of the WGs
The EC or any other structures or ESU
members, in cooperation with other
ESU elected officials should outline
specific tasks that could be dealt with
within a before the BM. This proposal
can be fully or partially taken up by an
NUS or group of NUSs with
candidates and/or associate
organisations in their plan of work.
The plan of work should contain
concrete description of tasks and
deliverables with a timeline for
operationalising.
An NUS or a group of NUSs with
candidates and/or associate
organisations, aiming to act as an ESU
WG, can also propose their own Plan of
Work.
The WG will present their Plan of
Work to the BM for adoption. The Plan
of Work as approved by the BM will be
incorporated in the Plan of Work of
ESU as an annex.
10.2 Plan of work of the WGs
WGs are established by proposing a
motion detailing the mandate of the WG,
the chair and a proposed plan of work.
Following the approval of the motion,
the chairing NUS should issue a call for
further unions to join the WG.
The EC or any other structures or ESU
members, in cooperation with other ESU
elected representatives should outline
specific tasks that could be dealt with
within a before the BM. This proposal
can be fully or partially taken up by a
WG in their plan of work. The plan of
work should contain concrete description
of tasks and deliverables with a timeline
for operationalising.
The Plan of Work of a WG as approved
by the BM will be incorporated in the
Plan of Work of ESU as an annex.
It could be further clarified
that the Plan of Work is
approved by the BM.
47 9 Working
Groups
9.4 Resignation
of chair of
working groups
9.4 Resignation of chair of working
groups
In case a chair resigns, the next BM
will have to elect a new chair. In the
meantime a member of the EC shall
take over the role of acting-chair.
10.3 Resignation of chair of working
groups
In case a chair resigns, the next BM will
have to elect a new chair. In the
meantime a member of the EC or another
NUS from the Working Group shall take
over the role of acting-chair.
OK.
48 10 Content
Committees
10 Content Committees
(entire article)
DELETE OK:
49 11 Cross
Committee
Networks
11 Cross Committee Networks
(entire article)
DELETE OK:
’
NO Paragraph Original text Revised text Comment of SYL
50 12 Task Forces
12.1
Estobalishment of
a Task Force (TF)
12 Task Forces
12.1 Establishment of a Task Force
(TF)
The EC or the BM can decide to
establish a Task Force and will
mandate it. The members of the Task
Force are individuals. The EC selects
the members of the Task Forces,
through the issuing of a call at least 14
days prior to the setting up of such TF.
Any associate, candidate or member
may nominate an individual student
for a place on the task force. Every TF
established must be so done with
consideration given to gender and
regional balance – if due to lack of
applicants this is not possible then the
EC will set up the TF to ensure that
these criteria are met as closely as
possible.
11 Task Forces
11.1 Establishment of a Task Force (TF)
The EC can decide to establish a Task
Force and will mandate it. The Board
has the right to request the EC for a
creation of a task force. The members of
the Task Force are individuals. The EC
selects the members of the Task Forces.
Any associate, candidate or member may
nominate an individual student for a
place on the task force. Every TF
established must be so done with
consideration given to gender and
regional balance – if due to lack of
applicants this is not possible then the
EC will set up the TF to ensure that
these criteria are met as closely as
possible.
As mentioned in our general
comments, there are no tools
to measure regional balance.
Also, our opinion is that the
EC should have wide
liberties in establishing Task
Forces and should therefore
be able to set one up without
restrictions. For example,
occasionally it might be
beneficial to form a task force
from people who live near to
each other to facilitate faster
cooperation. In order to
make setting up Task Forces
as flexible as possible, we
propose that regional and
gender balance are removed
from the text. To justify these
removals, we would set
certain limitations on the
competencies of Task Forces
(see next comment).
51 12 Task Forces
12.2
Competencies of a
Task Force
12.2 Competencies of a Task Force
The length of mandate as well as the
competencies of a Task Force should be
included in the mandate given by the
EC or the BM.
(Task Forces are accountable to the EC.
For establishing a Task Force the EC
should issue an open call for proposals,
which should include the size,
timeframe, working methods and
desired outcomes of the Task Force’s
work.
The Task Forces should regularly
report back from its working progress
to the EC. Task force established by the
BM report to the BM.
11.2 Competencies of a Task Force
The length of mandate as well as the
competencies of a Task Force should be
included in the mandate given by the
EC.
Task Forces are accountable to the EC.
For establishing a Task Force the EC
should issue an open call for proposals,
which should include the size,
timeframe, working methods and desired
outcomes of the Task Force’s work.
The Task Forces should regularly report
back from its working progress to the EC
as well as to the BM.
It should be clarified that
Task Forces should not deal
with issues of political nature
but rather operate as a tool
for the EC to fix a problem in
the organization, for
example. A good example of
this is the current IT Task
Force. We leave it to your
consideration as to how to
formulate this if you consider
our proposal good.
’
NO Paragraph Original text Revised text Comment of SYL
52 12 Expert Pools
12.1 Competencies of Expert Pools
Expert pools are autonomous structures
that in general deal with areas of
providing expertise and consultancy to
externals, training and development,
external representation.
Expert pools constitute a group of
selected current of former students that
have specific knowledge and expertise in
the field of work of an expert pool.
Expert pools have no decision-making
power and members of such pools are
there on the basis of individual capacity.
Members of the experts pool can
represent ESU only if mandated
specifically to do so.
OK.
53 12.2 Establishment of Expert Pools
Expert pools are established through a
motion passed by the Board Meeting.
The motion must define the purposes
and scope of expert pools and their
organizational structure that should
include a steering committee of a pool.
The expert pools will remain in force
until the Board decides otherwise or
passes a motion amending their
mandate.
The responsibility
for implementing the decision of
establishing expert pools lies within the
EC who thus has the right to decide on
the procedure of setting up a pool and a
procedure on selecting the steering
committee for each pool.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
54 12.3 Coordination of Expert Pools
The expert pools are
coordinated by steering committees that
have the right to decide on the
composition of the expert pools, set
guidelines and the plan of work for the
individual pools.
The steering committees are accountable
to the Presidency and reports to the
Board Meeting about the activities of the
pool.
The steering committee of any pool also
carries the responsibility for day to day
management of a pool in coordination
with the Presidency and the Secretariat
in administrative matters.
The steering committee of any pool
works in cooperation with the
Presidency and any other relevant body
of ESU that concerns the working area
of the expert pool.
OK.
55 13 Secretariat
(mandatory item)
All staff issues are matters of the EC,
which is responsible for ESU’s day-to-
day work.
Members of the secretariat are
employed professional staff and should
where necessary have the necessary
knowledge in the fields of management
and finances. The secretariat should
not be considered to have any political
role, unless mandated specifically in
extraordinary circumstances by the
EC.
All staff issues are matters of the
Presidency, which is responsible for
ESU’s day-to-day work.
Members of the secretariat are employed
professional staff and should where
necessary have the necessary knowledge
in the fields of management and
finances. The secretariat should not be
considered to have any political role,
unless mandated specifically in
extraordinary circumstances by the EC
or the Presidency.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
56 13 Secretariat
(mandatory item)
13.1 Staff
Protocol
All ESU Staff are accountable to the
EC. They are not politically responsible
for the conduct of ESU, and implement
the policies and procedures passed by
the BM or any other tasks delegated to
them by the EC, in accordance with
their appointment.
As such, any political issues related to
the area of responsibility of a staff
member should be addressed to a
member of the EC. Likewise issues
arising from the work or conduct of a
staff member should be addressed to the
EC, and not raised with the staff
member concerned.
There shall be a staff protocol for
relations between staff and ESU elected
officials and members agreed by staff
and the EC, presented to the BM, and
adhered to by all ESU elected officials
and members.
All ESU Staff are accountable to the EC
and on a daily basis to the Presidency.
They are not politically responsible for
the conduct of ESU, and implement the
policies and procedures passed by the
BM or any other tasks delegated to them
by the EC or the Presidency, in
accordance with their appointment.
As such, any political issues related to
the area of responsibility of a staff
member should be addressed to a
member of the EC or the Presidency.
Likewise issues arising from the work or
conduct of a staff member should be
addressed to the EC or the Presidency,
and not raised with the staff member
concerned.
There shall be a staff protocol for
relations between staff and ESU elected
officials and members agreed by staff and
the EC, presented to the BM, and
adhered to by all ESU elected officials
and members.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
57 13 Secretatiat
(mandatory item)
13.2
Competencies of
the Secretariat
The secretariat shall
• Collect, and
distribute relevant information to the
member NUSes and all other
institutions together with the Vice-
Chairperson.
• Provide contacts
between member NUSes and other
bodies in the field of education.
• Administer the
finances of ESU as mandated by the
Executive Committee under the
coordination of the Vice-Chairperson
and the Chairperson of ESU.
• Raise funds for
ESU together with the Committee of
Internal Development
• Coordinate the
execution of decisions taken by the BM
or EC.
• Support any work
of ESU as directed by the EC.
• Coordinate media,
public relations, communication and
press contacts as directed by the EC
and in coordination with the
Committee of Internal Development
• On direction from
the EC, be responsible for any project
applications and events organised or
jointly organised by ESU.
The secretariat shall
● Collect, and
distribute relevant information to the
member NUSes and all other
institutions together with the Vice-
Chairperson responsible for
organisational affairs.
● Provide contacts
between member NUSes and other
bodies in the field of education.
● Administer the
finances of ESU as mandated by the
Executive Committee under the
coordination of the Presidency.
● Raise funds for ESU
under the mandate of the Executive
Committee and the Presidency.
● Coordinate the
execution of decisions taken by the BM
or EC.
● Support any work of
ESU as directed by the Presidency.
● Coordinate media,
public relations, communication and
press contacts as directed by the
Presidency and in coordination with the
EC
● On direction from
the Presidency, be responsible for any
project applications and events
organised or jointly organised by ESU.
OK.
58 14 Auditors
14.1 Commission
for Internal
Auditing (CIA)
(mandatory item)
The Commission for Internal Auditing
will do the internal audit of ESU. The
CIA will consist of three individual
persons elected by the BM. Members of
the CIA can not be active in the any
NUSs.
(158) At least once a
year the Commission for Internal
Auditing will overview the
bookkeeping and the report of the
external auditor. Every three months
they are updated by the EC or any
member of the secretariat as directed by
the EC, on the financial matters of
ESU. After closing the books of a fiscal
year they will report to the BM.
The Commission for Internal Auditing
will do the internal audit of ESU. The
CIA will consist of three individual
persons elected by the BM. Members of
the CIA can not be elected
representatives or staff in any NUSes.
At least once a year the Commission for
Internal Auditing will overview the
bookkeeping and the report of the
external auditor. Every three months
they are updated by the EC or any
member of the secretariat as directed by
the EC, on the financial matters of ESU.
After closing the books of a fiscal year
they will report to the BM.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
59 14.2 Election for members of the
Commission for Internal Audit
The members of the CIA are elected by
the Board Meeting. The procedure is the
same as for EC elections (not being the
procedure for Vice-Chairperson and
Chairperson).
Positions in the CIA shall have a 3 year
mandate.
An election will be held each year to elect
a new member of the CIA who is to
substitute an outgoing CIA member. In
case of more then one open position in
the CIA the BM is supposed to fill all
open positions while respecting the
remaining original length of the
mandate of the individual positions.
OK.
60 14.3 Resignation for
members of the Commission for Internal
Audit
Only the BM can grant resignation to a
member of the CIA.
OK.
61 15 Disciplinary
Code (mandatory
item)
15.2 Elected
Representatives
Any Committee member including the
Chairperson and Vice-Chairperson, can
be dismissed from the organization and
relieved of their role in any committee
by a vote of no confidence.
Any such vote of no confidence must be
proposed by a full member or the EC
and seconded by at least one full
member. This vote of no confidence
must be by secret ballot.
Any elected member including the
Chairperson and Vice-Chairpersons, can
be dismissed from the organization and
relieved of their roles within the ESU
institutions by a vote of no confidence.
Any such vote of no confidence must be
proposed by a full member or the EC and
seconded by at least one full member.
This vote of no confidence must be by
secret ballot.
If the vote of no confidence passes there
will be immediately new elections for the
concerned seat. If RON is elected the
seat remains empty until the next BM or
the EC can proceed as according to the
standing orders to fulfill the position.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
62 15 Disciplinary
Code (mandatory
item)
15.4 Content Committee
To dismiss the whole Content
Committee by the Board Meeting a full
member can propose a motion,
seconded by another full member, for a
vote of no confidence. This vote of no
confidence requires a two third
majority of the votes cast during a BM
and must be by secret ballot.
If the Content Committee is dismissed
the BM can elect a new Content
Committee with the same or different
mandate.
15.4 Coordinators
To dismiss any Coordinator a full
member can propose a motion, seconded
by another full member, for a vote of no
confidence. This vote of no confidence
must be by secret ballot.
If the Coordinator is dismissed the EC
has the right to nominate a new
candidate until the end of the BM. In
case the BM fails to elect a new
coordinator within the same BM, the EC
will be mandated to select an interim
coordinator until the next BM.
Again, there is a
contradiction in the role of
coordinators being
practically appointed by the
EC but still accountable to
the BM. Coordinators should
be accountable to either EC
or the BM, not both.
63 15 Disciplinary
Code (mandatory
item)
15.5 Working Groups
To dismiss a Working Group by the
Board Meeting a full member can
propose an internal motion, seconded by
another full member, for dismissal of the
Working Group.
OK.
64 16 Signature
(Mandatory
Item)
Financial matters up to 1000 Euro are
the competency of all members of the
EC and by the EC mandated staff. Each
of them individually can engage ESU
for these matter after agreement from
the rest of the EC. All other acts that
engage ESU are, except special powers
of attorney, signed by two members of
the EC, one of them being the Vice-
Chairperson who is responsible for
ESU finances or the Chairperson, or by
one member of the EC (being the Vice-
Chairperson who is responsible for
ESU finances or the Chairperson) and
one mandated member of the ESU staff.
Financial matters up to 1000 Euro are
the competency of all members of the
Presidency and by the EC mandated
staff. Each of them individually can
engage ESU for these matters after
agreement from the rest of the
Presidency.
All other acts that
engage ESU are, except special powers of
attorney, signed by two members of the
Presidency or at least one member of the
Presidency, being the Chairperson or the
Vice-Chairperson who is responsible for
ESU finances, and one mandated
member of the ESU staff.
OK.
65 19 Language The official language of ESU is French.
The working language of ESU is
English.
All the meetings and publications of
ESU will be exclusively in English.
The official language will only be used
in communications with the Belgian
government.
The official language of ESU is French.
The working language of ESU is
English.
All the meetings and publications of
ESU will be exclusively in English
although translation by third bodies
would be encouraged. The official
language will only be used in
communications with the Belgian
government.
OK.
’
NO Paragraph Original text Revised text Comment of SYL
66 Annex 3 Eligible
countries for
ESU membership
Block 1: Members of the European
Union: United Kingdom, Ireland,
France, Spain, Portugal, Greece,
Germany, Austria, Italy, Sweden,
Denmark, Finland, Belgium, The
Netherlands and Luxemburg
Block 2: Accession countries to the
European Union: Slovenia, Poland,
Czech Republic, Slovakia, Hungary,
Malta, Cyprus, Estonia, Lithuania,
Latvia
Block 3: Candidate countries to the
European Union: Romania, Bulgaria,
Turkey
Block 4: EFTA countries not
previously listed: Switzerland,
Norway, Iceland.
Block 5: Full members of the Council of
Europe not previously listed: Albania,
Andorra, Armenia, Azerbaijan, Bosnia
and Herzegovina, Croatia, Georgia,
Liechtenstein, Moldova, Russian
Federation, San Marino, Serbia and
Montenegro, Macedonia, Ukraine.
Block 6: Other countries that are not
members of any European structure:
Belarus, Israel, Holy Seat.
Block 7: Regions/Provinces within
European Countries with autonomous
governance or special administration
(example: Kosovo, Northern Ireland)
Block 8: European Islands that
currently have no Higher Education
(example: Isle of Mann, Faroe Islands)
Block 1: Members of the European
Union
Block 2: Accession countries to the
European Union
Block 3: Candidate countries to the
European Union
Block 4: EFTA countries not previously
listed
Block 5: Full members of the Council of
Europe not previously listed
Block 6: Other countries that are not
members of any above-mentioned
European structure: Belarus, Israel,
Holy See.
Block 7: Regions/Provinces within
European Countries with autonomous
governance or special administration
(example: Kosovo, Northern Ireland)
Block 8: European Islands that currently
have no Higher Education (example: Isle
of Mann, Faroe Islands)
We applaud the fact that lists
of countries are being
removed and that removal
should also extend to Block
8.