Springe direkt zu Inhalt

Rules and Regulations of the International Club of Freie Universität Berlin

The Rules and Regulations document the internal working structure, duties and responsibilities as well as membership conditions for each role.

 

§ 1 Membership and Participation of ICFUB

§ 1.1 Volunteers

  • Any active student of the Free University Berlin may register to become a Volunteer at the ICFUB. Following their registration, they will be contacted to verify their contact data and identity. Upon verification, they receive mail confirming their position as Volunteer, containing an invitation to the Volunteer-Community, giving them access to the channels Volunteers Group Chat, Club Announcements and any event specific organisational groups. The Volunteers is required to join the next Onboarding.
  • Contact information as well as the individual participation will be documented for verification of certificate viability. All data will be deleted upon the conclusion of membership.
  • If a volunteer participates in the organisation of three events per semester, they are viable for a certificate.

 

§ 1.2 Board Members

  • Any active student of the Free University Berlin may apply to become a Board Member at the ICFUB, upon the opening of the position. All viable applications will be considered, followed by a selection for interviews. After the interviews with all viable candidates are concluded, the current Board Members will cast a vote for their preferred candidate, offering reasons for their decision.
  • It is the responsibility of the existing Board to familiarize the new Board Member with the processes and duties of the Board within the first week of their formal agreement. This includes ensuring access to the Board-Group-Chat, the application for the e-mail- and CMS-account.

 

 

§ 2 Roles and Responsibilities

§ 2.1 General Responsibilities

  • Every member of the ICFUB shall uphold their respective duties.
  • Every member of ICFUB shall behave respectifully towards their fellow students, upholding the Code of Conduct. 

The ICFUB maintains transparency, within on the g a tone of respectful and open tone. Personal attacks, dominating behaviour, discriminating language and abuse of power are not tolerated and will automatically lead to the termination of all relations to the ICFUB.

 

§ 2.2 Volunteers

  • The role of a Volunteer is defined by their support of the ICFUB. This includes offering event ideas, organising events, participating in the internal communication and joining the bi-monthly Volunteer Meetings on a regular basis, additional to the general rules under § 3.1.

 

§ 2.3 Board-Members

§ 2.3.1 General Duties

  • Regular attendance at Board Meetings, under § 3.2.
  • Regular communication with the Board and Volunteers through the respective channels.
  • Fulfilment of ca. 10 monthly hours, as required by the contract.
  • The Board consist of four departments/roles: (1) Budget Coordinator/ LEI-Person, (2) Event Coordinator, (3) Public Relations, (4) Volunteer Management
  • Decisions outside of or overlapping the respective roles are brought up to the Board and made by the Board only, if applicable through a vote, see § 3.3.
  • Holding office hours, to be determined each semester.

 

§ 2.3.2 Roles and Responsibilities

  • Budget Coordinator/ LEI-Person: attending LEI-Meetings, event documentation, mail-communication, Sonderthemen, Volunteer-certification, financial processing and upkeep of the budget, upkeep of ICFUB data/documentation.
  • Event Coordinator: organises events fitting the respective Sonderthema, the Orientationdays and any other events within budget, including Volunteers into the planning, updating the Notion Event Calendar, attendance at volunteer-meetings is preferred.
  • Public Relations: responsible for the upkeep of the ISFUB Website, social media and Linktree, promoting events and club activities.
  • Volunteer Management: documentation of Volunteers, holding Volunteer-Meetings (see more at § 3.1), management of the Volunteer-Group-Chat and upkeep of Volunteer-Hub, maintaining connection and commitment to support the ICFUB as listed under § 2.1.
  • Speakers will represent the ICFUB outwards and inwards. The role of the speaker should be shared by two Board-Members, preferebly the LEI-Person as the representative of ICFUB and the Public-Relations-Person, but can distributed based on availability: speeches at informational events, coordination of internal meetings regarding agenda and documentation, appointments of representative nature

It is at the prerogative of the Board Member to delegate tasks differently.

 

§ 3 Meetings

§ 3.1 Volunteer-/ Community-Meetings

  • Volunteer-Meetings follow a prepared agenda, all decisions, votes and discussions will be documented in a meeting-protocol. 
  • Onboarding for new members; can be joined by established Volunteers.
  • Each meeting begins with 15-minute period to present urgent matters from Volunteers and Board Members, equally. Depending on the contents, the attendees will either include them into the agenda of the current meeting or decide on a later appointment. Broader issues will be taken into the next Board-Meeting for further discussion.
  • Distribution of tasks and responsibilities for upcoming events. Separate meetings with the group of organisers are possible, but.
  • Ideas for new events will be collected, further steps and tasks will be distributed.

 

§ 3.2 Board-Meetings

  • The speaker is responsible for the meeting protocol. They are to ensure that the agenda is being followed, and document the proceedings.

  • Every meeting will be documented in a meeting-protocol, including any decisions, appointments and possible votes. 

  • Each meeting will begin with a 15-minute period to present urgent matters.

 

§ 3.3 Voting-process

  • Decisions outside of the defined tasks require a vote of majority during a Board-Meeting with at least three Board Members present.
  • Every present Board Member is viable to cast a vote via hand-sign.
  • All votes count equally.
  • A draw counts as a negative. It is the prerogative of the Board to discuss adjustments.
  • A Board Member may abstain from voting; their vote will not count. If more than one person abstains from voting, the matter is to be readdressed by the Board. If personal conflict impacts the ability to vote, refer to § 5.
  • Urgent matters (such as the violation of Code of Conduct by any member, conflict, a short-notice matter etc.) that cannot wait until the next Board-Meeting can be voted on in the Board-WhatsApp-Group by usage of thumbs-up/thumbs-down-emojis. This requires a short justification of the urgency and the approval of at least 2 other Board Members via sign.
  • Vetos do not exist within the bounds of normal Board Meetings.
  • The voting-process, the content and the precise votes is to be documented by the speaker.

 

§ 4 Conclusion of Membership

§ 4.1 Volunteers

  • A Volunteers membership will be concluded upon them resigning.

  • A Volunteers membership will be concluded upon exmatriculation.

  •  A Volunteers membership will be concluded upon a lack of activity, listed under § 2.1. In this case they will be removed from the Volunteer list. A former Volunteer is free for reapplication at any point.

  • A Volunteers membership will be terminated the violation of the Code of Conduct, under § 2.2.

 

§ 4.2 Board-Members

  • A Board-Members position will be concluded upon their resigning.

  • A Board-Members position will be concluded upon exmatriculation.

  • A Board-Members position will be concluded upon the unfulfillment of their role, under § 2.3 and § 3.

Are any of the listed points applicable, the Board can discuss possible solutions to the situation. If this is not possible, the board can cast a vote, under § 3. Should this fall in favour of termination, the Board Member is to resign to the next possible moment; two weeks after the meeting at latest. Their access to the office, e-mail, cms-accounts are to be deactivated.

  • A Board-Members position will be terminated immediately upon the violation of the Code of Conduct, under § 2.2.

·         

§ 5 Conflict Culture

In situations of conflict and discontent, members are encouraged to call for a meeting. This can be exclusive to the parties involved or extended towards the whole board and even the volunteer community. If the situation cannot be resolved, the party calling for the meeting s to acquire a mediator.

 

§ 6 Changes

Changes of the Rules of Procedure for the International Club of the Free University Berlin require a vote as defined in § 3.3. This document is to be updated every year and will be published on the website.