Student Clubs Directive
This is an annex to the decision of our University Senate dated 18.07.2024 and numbered 2024/14-03.
Istanbul Sabahattin Zaim University
ISTANBUL SABAHATTIN ZAIM UNIVERSITY
STUDENT CLUBS DIRECTIVE
PART ONE
Introductory Provisions
Purpose and Scope
ARTICLE 1 – (1) This Directive covers the procedures and principles governing the establishment and operation of student clubs to be formed within Istanbul Sabahattin Zaim University, enabling students to engage in extracurricular scientific, social, cultural, and sports activities.
Legal Basis
ARTICLE 2 – (1) This Directive has been prepared based on Article 14 of Higher Education Law No. 2547 and Article 10 of the Council of Higher Education's Medico-Social Health, Culture and Sports Department Implementation Regulation.
Definitions
ARTICLE 3 – (1) As used in this Directive;
a) Department Head/Directorate: refers to the Head/Directorate of the Health, Culture and Sports Department of Istanbul Sabahattin Zaim University,
b) Audit Board: refers to the Audit Board of the Student Clubs of Istanbul Sabahattin Zaim University,
c) General Assembly: refers to the General Assembly of the Student Clubs of Istanbul Sabahattin Zaim University,
d) Secretary General: refers to the Secretary General of Istanbul Sabahattin Zaim University,
e) Club Mentor: refers to experts in their field or sector representatives,
f) Club: refers to the Student Clubs of Istanbul Sabahattin Zaim University,
g) Board of Trustees: refers to the Board of Trustees of Istanbul Sabahattin Zaim University,
h) Student Clubs Advisor: refers to the faculty member serving as advisor to the relevant Student Club,
i) Student: refers to a student of Istanbul Sabahattin Zaim University,
j) Vice Rector: refers to the Vice Rector of Istanbul Sabahattin Zaim University,
k) Rectorate and Rector: refers to the Rectorate and Rector of Istanbul Sabahattin Zaim University,
l) Charter: refers to the Charter of the relevant Student Club,
m) University: refers to Istanbul Sabahattin Zaim University,
n) YÖK: refers to the Council of Higher Education,
o) Board of Directors: refers to the Board of Directors of the relevant Student Club of Istanbul Sabahattin Zaim University,
p) Executive Board: refers to the Executive Board of the Student Clubs of Istanbul Sabahattin Zaim University,
shall have the meanings set forth above.
PART TWO
Establishment, Operation, and Duties of the Student Clubs Executive Board
Executive Board
Establishment
ARTICLE 4 – (1) The Executive Board consists of the Secretary General, the Department Head, three faculty members, and one club student representative, chaired by a Vice Rector appointed by the Rector.
Operation
ARTICLE 5- (1) The Executive Board meets at least twice, at the beginning and end of each academic year. In addition, it may convene during the academic year at the call of the Chair of the Executive Board when necessary.
(2) The Executive Board convenes with at least two-thirds of its total membership and makes decisions by absolute majority of the members present.
(3) The secretariat services of the Executive Board are carried out by the Department Head.
Duties
(3) Duties of the Executive Board:
- Determines the General Rules regarding club activities.
- Reviews applications for the establishment of new clubs and decides whether they may be opened.
- Oversees the activities of existing clubs and, if necessary, decides on their closure.
- Prepares club activities and budgets and submits them for the Rector's approval.
PART THREE
Establishment and Activities of Student Clubs
Establishment of Clubs
ARTICLE 6 – (1) At least 10 students apply to the Department Directorate with the documents for the club they wish to establish. The establishment of the club is completed upon approval of the Executive Board. The proposed club's field of activity must not be similar to that of an already established, active club. Within 15 days of its establishment at the latest, the club holds its first General Assembly and elects its governing bodies, which remain valid until the end of the academic year in which it was established.
(2) The documents required for a club establishment application are as follows:
a) Club Application Petition (SKS-FR-622)
b) Club Application Form (SKS-FR-329)
c) Founding Members' Student Certificates (Document Showing Disciplinary Status)
d) Club Academic Advisor Application Petition
e) Club Logo
f) Club Charter
g) Club Annual Activity Plan
(3) Clubs with similar fields of interest and purposes are merged under a common club name.
(4) Club applications are accepted within four weeks of the start date of each academic year.
(5) Special-purpose clubs (sports, etc.) are established after obtaining the opinion and approval of the relevant experts and units.
Activities of Clubs
ARTICLE 7 – Clubs conduct their activities according to the following principles.
(1) Within the framework of the basic purposes set out in Article 1, clubs may organize activities and promotional efforts appropriate to the fields of activity defined in their charters. All club activities are conducted within the framework of the general rules established by the Executive Board.
(2) At the beginning of each academic year, the Club Board of Directors submits a draft of its planned activity program for that academic year to the Department Directorate.
(3) For programs requiring a budget, budget details are submitted to the Department Directorate along with the activity permission form. Expenditure information after the program (receipts, invoices, etc.) is submitted to the Department Directorate together with the activity completion form.
(4) Clubs carry out their activities in accordance with the University's educational principles, academic working environment, and disciplinary rules.
(5) Clubs may not engage in the activities listed below or in any activities that are inconsistent with the University's ethical principles;
a) Damaging the University's physical environment,
b) Engaging in commercial activity or providing financial benefit to their members,
c) Corrupting students' general morals or directing or encouraging them toward harmful habits such as smoking, alcohol, drugs, gambling, and the like,
d) Discriminating on the basis of religion, language, race, ethnic origin, nationality, or similar grounds in their activities,
e) Engaging in destructive, separatist, political, or ideological activities directed against the unity of the nation, the indivisible integrity of the state and its territory, or the values of the Republic.
(6) Clubs are required to notify their Student Clubs Advisors in writing of any activity they wish to hold, whether inside or outside the University, and to obtain approval with a wet-ink signature.
(7) Unless otherwise stipulated by law, charter, regulation, or similar instruments, the conduct of club activities and their promotion, announcement, advertisement, and similar efforts within or outside the University are carried out with the approval of the Department Head.
(8) In the publications and other activities of clubs, the Department Head obtains the opinion of the club advisor whenever deemed necessary.
(9) Clubs take care not to go beyond their own field of activity, and in particular not to encroach on the fields of other clubs. However, if they plan an activity outside their field of activity, they must cooperate with the relevant club(s), if any. In the event of a dispute, the deciding authority is the Department Head.
PART FOUR
Club Membership
Membership
ARTICLE 8 - (1) Club membership is open only to students, and the following rules apply.
a) A student may be a member of more than one club.
b) All names on the member list submitted to the Department Directorate may vote in club presidency elections or run as candidates for club president.
c) Expulsion from membership requires acceptance by a majority of the members of the Club Board of Directors.
(2) All disputes regarding membership are resolved by applying to the Department Directorate.
FIFTH SECTION
Club Charter, Bodies, and Duties
Charter
ARTICLE 9 – (1) Club Charters are prepared in accordance with the provisions of this directive.
(2) An amendment to the Charter may be proposed by at least one-third of the total membership of the General Assembly or by the Board of Directors. The proposal is adopted by a majority vote of the members attending the General Assembly. The amendment to the Charter enters into force upon approval by the Executive Board.
Bodies
ARTICLE 10 – (1) The bodies of a club are:
a) General Assembly,
b) Board of Directors,
c) Audit Board,
d) Club Academic Advisor,
e) Club President.
General Assembly
ARTICLE 11 – (1) It is the club's general decision-making body.
(2) It consists of the club's members.
(3) At the request of the Club Board of Directors, it convenes at least once a year within the first month of each academic year, following an announcement made fifteen days in advance by the club president, and elects the members of the Board of Directors and Audit Board for the current academic year. The club president conducts the election process and submits it for the approval of the Department Directorate.
(4) If the General Assembly does not convene at the specified frequency, the Executive Board has the authority to suspend or terminate the club's activities.
a) The General Assembly convenes with an absolute majority of its total membership. If an absolute majority cannot be achieved, no quorum is required at the second meeting. Decisions are made by an absolute majority of those present.
b) The General Assembly may be called to an extraordinary meeting upon the written request of one-third of the members. The meeting date is determined by the Board of Directors within one week and announced at least one week before the meeting date.
(5) It approves the draft activity program planned at the beginning of each academic year.
(6) It reviews and approves the club charter for compliance with this Directive, other applicable legislation, and the club's objectives.
Club Board of Directors
ARTICLE 12 – (1) It is the club's executive body.
(2) It consists of at least seven members elected by the General Assembly each academic year.
These members are:
a) President,
b) Vice President,
c) Secretary,
d) Accounting Officer,
e) Project Officer,
f) Social Media Officer,
g) Member.
(3) The newly elected board of directors assumes office for a one-year term starting from the beginning of the summer term following its election.
(4) Candidates who are club members and do not serve on the Board of Directors of another club may be elected to the Club Board of Directors.
(5) The club advisor is an ex officio member of the Club Board of Directors but may not vote.
(6) The Board of Directors may invite honorary members to its meetings. These persons have no voting rights.
(7) It is responsible to the General Assembly and the Department Directorate for ensuring that activities are carried out in the best possible manner, for implementing the charter, and for the club's financial income and expenses and fixed assets.
(8) It submits the club's estimated budget and planned activity program to the Department Directorate at the beginning of the academic year, and the activity report and financial statement at the end of the academic year. It keeps minutes of every meeting and presents them to the Department Directorate upon request.
Audit Board
ARTICLE 13 – (1) It audits the Club Board of Directors and the club's activities on behalf of the General Assembly.
(2) The Audit Board is elected by the General Assembly at the beginning of the academic year for that academic year. The Audit Board consists of three members who are not members of the Club Board of Directors.
(3) The requirements for membership on the Club Board of Directors also apply to membership on the Audit Board.
(4) The Audit Board reviews the club's annual activity report and documents. It audits whether income received and expenditures made comply with the charter, the budget, and the decisions of the Club Board of Directors.
Club Academic Advisor
ARTICLE 14 – (1) The club advisor is appointed from among full-time faculty members who accept the advisory role, taking into account the favorable opinion of the relevant Dean's Office/Directorate, upon the proposal of the Department Head and approval of the Executive Board.
(2) Club advisors are responsible for ensuring that the activities of the student club they advise comply with the University's principles, and for approving them.
(3) A faculty member may not serve as advisor for more than two clubs.
(4) The duty of the Club Advisor ends in the following cases;
a) Termination of their position at the University for any reason,
b) Their resignation from the club advisory role,
c) If it is determined that they have neglected or are unable to fulfill the club advisory role, their duty is terminated by the Executive Board.
Club President
ARTICLE 15 – (1) The club president is elected from among the members of the board of directors. A president whose term has ended may be re-elected. The club president must hand over their duties at the beginning of the last semester of their education.
(2) The duties of the club president are as follows:
a) Representing the club
b) Chairing the club board of directors,
c) Signing documents to be issued in connection with club activities.
d) Presenting all documents, logbooks, and records related to club activities to the Department Directorate when requested.
SECTION SIX
Club Income and Expenses and Mandatory Logbooks and Documents
Documents
ARTICLE 16 – (1) The documents that every club must keep in due form and present to the Executive Board and the University's relevant units upon request are:
a) Club Application Form,
b) Club Academic Advisor Form,
c) Club Board of Directors Form,
d) General Assembly Minutes,
e) Club Board of Directors Decision Book: decisions made at meetings are recorded with the date and signed by the members present,
f) Member Registration Book: this book records members' names, departments, student numbers, contact information, and signatures,
g) Activity Permission Form,
h) Activity Completion Form,
i) Fixed Asset Custody Form: contains the record of the club's fixed assets.
Financial Matters
ARTICLE 17- (1) All premises and materials provided by the University are placed in the custody of the club president. Fixed assets may not be used for activities outside the club.
(2) The income of Student Clubs consists of the allocation that may be transferred to Student Clubs from the University budget with the approval of the University Board of Trustees, membership dues whose amount may be determined by the Department Directorate, income generated from club activities, donations and grants, and other income.
(3) The expenses of Student Clubs consist of transportation, catering, and organization costs required for club activities, instructor fees, and other expenses.
(4) All income and expenses of activities carried out must be recorded on the Activity Completion Form at the end of the activity and submitted to the Department Directorate.
(5) All financial transactions to be carried out in the clubs' activities (acceptance of sponsorship, where, when, and for what purpose expenditures will be made, etc.) are subject to the approval of the Department Directorate.
SECTION SEVEN
Audit, Dissolution, and Closure
Audit, Dissolution, and Closure
ARTICLE 18 – (1) Any club may dissolve itself by decision of the General Assembly.
(2) Clubs that fail to comply with the General Rules established by the Executive Board may also be closed upon the recommendation of the Department Directorate and by decision of the Executive Board.
(3) The activities of clubs whose membership falls below 10 for two consecutive semesters are terminated.
(4) Clubs that fail to hold at least one event/activity during the term, or that hold such events/activities in a substandard manner solely to avoid closure under this article, receive a written warning from the Department Directorate at the end of the term; if they again fail to hold any event/activity as specified in the following term, they are closed by decision of the Executive Board.
(5) In the event of a violation of the obligations set out in this Directive, the Executive Board takes such measures and applies such sanctions as it deems appropriate, proportionate to the severity of the violation, including but not limited to issuing a warning, denying permission for similar activities, removing those responsible from office, restricting the fields of activity specified in the club charter, suspending club activities, and closure.
(6) If it is determined that club activities have been carried out inside or outside the University without being reported in writing to the Student Clubs Advisors and without obtaining approval, the activities of the club that acted without permission may be suspended, or the club may be closed.
(7) A club that decides to dissolve notifies the Department Directorate of this in writing. A dissolved or closed
club shall hand over all its documents and fixed assets to the Department Directorate.
CHAPTER EIGHT
Entry into Force and Execution
Cases Not Covered by These Principles
ARTICLE 19 -(1) In cases not covered by this Directive, the provisions of applicable laws and regulations shall apply.
Entry into force
ARTICLE 20 – (1) This Directive enters into force by decision of the University Senate.
Execution
ARTICLE 21 – (1) This Directive is executed by the University Rector.