[Senate decision dated 24.03.2025]
CHAPTER ONE
Purpose, Scope, Legal Basis, Definitions, and General Provisions
Purpose
Article 1 – The purpose of this Directive is to regulate the election procedures, duties, and working principles of the Student Council, which represents undergraduate students of Bilkent University in various university bodies.
Scope and Legal Basis
Article 2 – The provisions of this Directive apply to undergraduate students of Bilkent University. This Directive has been prepared based on the “Regulation on Student Councils of Higher Education Institutions and the National Student Council of Higher Education Institutions,” which was published in the Official Gazette No. 31154 on June 13, 2020, by the Council of Higher Education (YÖK).
Definitions
Article 3 – The definitions used in this Directive are listed below:
a. Department Student Representative: A student elected by the students of a department from among themselves to represent their department in the Student Council. Separate representatives are not elected for different programs within the same department.
b. Faculty Student Representative: A student elected by the Department Student Representatives from among themselves to represent the students of the faculty in the Student Council. If the faculty has only one department, the student elected as the Department Student Representative is also deemed to be elected as the Faculty Student Representative.
c. Student Council General Assembly: The assembly composed of Faculty Student Representatives and Department Student Representatives.
d. President of the Student Council: The student who serves as the president of both the Student Council and the Student Council Executive Board.
e. Student Council Executive Board: The board composed of the President of the Student Council and eight students, including one vice president, elected by the members of the Student Council General Assembly from among themselves.
f. Student Council Audit Committee: A five-member board, including one president, elected by the members of the Student Council General Assembly from among themselves.
g. Election Board: A board consisting of at least five academic or administrative staff members appointed by the Rector to conduct the elections.
h. Absolute Majority: The smallest whole number greater than half of the total number.
Election Board
Article 4 – An Election Board consisting of at least five members shall be appointed by the Rector from among the academic and administrative staff to conduct the elections held for the formation of the Student Council. The Chair of the Election Board shall be designated by the Rector.
The main authorities and responsibilities of the Election Board are as follows:
a. Determining the method to be applied in the elections.
b. Establishing the election calendar.
c. Identifying the departments that will elect representatives.
d. Announcing information related to the elections.
e. Receiving candidacy applications through the Registrar’s Office.
f. Evaluating the applicants in terms of the qualifications specified in Article 7 and deciding whether to accept or reject their candidacies.
g. Announcing the List of Department Student Representative Candidates consisting of the finalized candidates.
h. Reviewing and resolving objections to candidacies.
i. Conducting the elections and announcing the results.
j. Participating as observers in the Student Council General Assembly with elected members.
k. Taking necessary measures to ensure security during the elections.
l. Reviewing and resolving complaints and objections.
m. Ensuring that appropriate action is taken against individuals who violate election rules or jeopardize election security, including, if necessary, the cancellation of their candidacies and referral to their respective faculties for disciplinary investigation.
General Principles Regarding Student Council Elections
Article 5 – Elections to determine the members of the Student Council and to establish its bodies shall be conducted at the beginning of the academic year, according to a schedule to be determined no later than December. The election schedule shall be set and announced by the University Election Board, which is appointed by the Rector as stated in Article 4.
The formation of the Student Council is carried out in three stages and in the following order:
- Election of Department Student Representatives.
- Election of Faculty Student Representatives.
- Election of the Student Council President and the Student Council Executive Board and Audit Committee during the Student Council General Assembly.
CHAPTER TWO
Department Student Representation
Candidacy Applications for Department Student Representative
Article 6 – Students who wish to run as candidates for the position of Department Student Representative in the elections must submit their applications to the Registrar’s Office within the period specified in the election calendar.
The Registrar’s Office reviews the university’s records to determine whether the applicants meet the qualifications outlined in Article 7, and reports the findings to the Election Board.
The Election Board makes the final decision regarding student eligibility and announces the List of Department Student Representative Candidates.
Qualifications Required of Students Applying for Department Student Representative
Article 7 – Students who wish to apply as candidates for department representation must meet the following criteria:
a. Be enrolled in at least the second year of an undergraduate program in the department for which they are applying.
b. Not be a member of or affiliated with the organs of any political party.
c. Have no criminal record related to offenses considered disgraceful.
d. Have not received any disciplinary sanction other than a warning.
e. Not be on a semester leave during the semester in which the election takes place.
f. Not be studying at another higher education institution via Erasmus or any other exchange program during the election semester and/or the following semester.
g. Have a minimum cumulative GPA of 2.75 out of 4.00.
h. Have no affiliation, connection, or ties with terrorist organizations.
i. Not have previously served as a department student representative.
j. Not be eligible for graduation at the end of the semester in which the election takes place.
If no candidate in a department meets the eligibility criteria, the Department Student Representative position shall remain vacant until the next election.
Candidate Promotion for Department Student Representative
Article 8 – After the finalization and announcement of the candidate list by the Election Board, candidates may carry out individual campaign activities to promote themselves within the period specified in the election calendar.
For all campaign activities conducted either on or off campus, or through electronic platforms, prior written approvalmust be obtained from the Election Board.
The rules that candidates and their supporters must follow during the campaign period shall be determined and announced by the Election Board.
Election of the Department Student Representative
Article 9 –The Department Student Representative is elected by the students of the department from among themselves, by an absolute majority of those who participate in the election, for a single term of two years.
If the Department Student Representative loses their eligibility or the position becomes vacant for any reason before the end of the term, a new representative shall be elected within one month using the same procedure to complete the remaining term.
If the one-month period falls after the end of the Fall (Spring) semester courses, the election shall be held within one month after the beginning of the following Spring (Fall) semester courses.
At the beginning of each academic year, the departments in which Department Student Representative elections will be held shall be identified and announced by the Election Board.
All undergraduate students registered in the department, including those in preparatory classes, are eligible to vote in the Department Student Representative elections.
Students who are on semester leave or who have been given a suspension that includes the election dates are not eligible to vote.
Voter lists are determined by the Registrar’s Office.
The elections are conducted by secret ballot.
The candidate who receives the highest number of votes is elected as the Department Student Representative.
In the event of a tie between two or more candidates, the Election Board shall organize a drawing of lots in the presence of the tied candidates, and the representative shall be determined based on the result.
Termination of the Department Student Representative’s Duty
Article 10 – The duty of the Department Student Representative shall be terminated under the following circumstances:
a. Resignation.
b. Completion of the two-year term of office.
c. Continuing education at another higher education institution through Erasmus or another exchange program.
d. Graduation
e. Transferring to a different department.
f. Receiving a disciplinary sanction other than a warning.
g. Being found to be a member of or affiliated with the organs of a political party.
h. Discovery of a criminal record related to offenses considered disgraceful.
i. Detection of affiliation, connection, or ties with a terrorist organization.
j. Failure to attend meetings organized by the department head, faculty dean, or university administration two or more times without providing a valid excuse in advance.
Duties of the Department Student Representative
Article 11 – The duties of the Department Student Representative are as follows:
a. Carry out Student Council activities within the department they represent.
b. Announce the decisions made by Student Council bodies within their department and monitor their implementation.
c. Identify student-related issues within their department and convey them to the Student Council and the relevant administrative bodies of the university for resolution.
d. Coordinate student activities within their department.
e. Represent the students of their department in student-related events and activities.
f. Enhance communication between the students of their department and the department’s administrative bodies.
g. Attend academic meetings of the department when student-related matters are discussed.
h. Prepare reports related to their activities and maintain an archive.
i. Attend meetings to which they are invited by their department, faculty dean’s office, or university administration.
CHAPTER THREE
Department Student Representation
Election of the Faculty Student Representative
Article 12 – The Faculty Student Representative is elected from among the Department Student Representatives of a faculty, by an absolute majority of those participating in the vote, for a two-year term.
In faculties with only one department, the Department Student Representative also serves as the Faculty Student Representative.
The term of office for the Faculty Student Representative is two years.
If the Faculty Student Representative loses their eligibility or resigns for any reason before the end of the term, a new representative shall be elected within fifteen (15) days using the same procedure to complete the remaining term.
If this 15-day period ends after the conclusion of the Fall (Spring) semester courses, the election shall be held within 15 days from the start of the following Spring (Fall) semester.
Faculty Student Representative elections are conducted on the date specified in the election calendar and determined by the Election Board.
Only votes cast for official candidates are considered valid.
To be elected, a candidate must receive an absolute majority of the votes of the attending members.
If no candidate receives an absolute majority in the first round, a second round shall be held between the two candidates who received the highest number of votes.
If the second round results in a tie, the Election Board shall conduct a drawing of lots between the two candidates:
- The winner will serve as the Faculty Student Representative for one year.
- The runner-up will assume the role after the winner’s term ends, for the remaining duration of the original two-year term.
- If both candidates’ terms end within the two-year period (due to resignation or disqualification), a new Faculty Student Representative shall be elected in accordance with Article 12.
Termination of the Faculty Student Representative’s Duty
Article 13 – The Faculty Student Representative’s term shall end under the following circumstances:
a. Resignation– In this case, the representative’s Department Student Representative role is also terminated.
b. Termination of the representative’s Department Student Representative position due to any reason listed in Article 10.
c. Failure to attend two or more meetings to which the representative is invited by the faculty dean’s office or university administration, without providing a valid excuse in advance.
Duties of the Faculty Student Representative
Article 14 – The duties of the Faculty (or School/Institute) Student Representative are as follows:
a. Carry out Student Council activities within the faculty they represent.
b. Announce the decisions made by Student Council bodies within the faculty and monitor their implementation.
c. Identify student-related issues within the faculty and convey them to the Student Council and relevant university administrative bodies for resolution.
d. Represent faculty students in student events and activities.
e. Coordinate student activities within the faculty.
f. Attend faculty executive board and academic board meetings when student-related issues are on the agenda.
g. Work to improve communication among students within the faculty.
h. Attend meetings organized by their department, faculty dean’s office, or university administration when invited.
CHAPTER FOUR
Student Council Presidency
Student Council President
Article 15 – The presidency of the Student Council is assumed by the Faculty Student Representatives, in an order determined by drawing lots among the faculties of the university.
The term of office for the Student Council President is two years.
Termination of the Student Council President’s Duty
Article 16 – The duty of the Student Council President shall end under the following circumstances:
a. Resignation– In this case, the President’s roles as Department Student Representative and Faculty Student Representative are also terminated.
b. Completion of the two-year term.
c. Termination of the Department Student Representative role for any of the reasons stated in Article 10.
d. Termination of the Faculty Student Representative role for any of the reasons stated in Article 13.
If the presidency becomes vacant for any reason other than the completion of the two-year term, a new Department Student Representative shall be elected in the relevant department within one month in accordance with Article 9, followed by the election of a Faculty Student Representative in accordance with Article 15.
The newly elected Faculty Student Representative will then serve as Student Council President for the remainder of the term.
If a Faculty Student Representative cannot be determined through the election process, the faculty’s turn to assume the presidency is skipped, and a new faculty is selected by lot to take over the presidency for a new two-year term, as stated in Article 15.
Duties of the Student Council President
Article 17 – The duties of the Student Council President are as follows:
a. Represent university students at national and international student events.
b. Set the agenda for and preside over meetings of the Student Council General Assembly and the Student Council Executive Board.
c. Ensure that the decisions taken by the General Assembly and the Executive Board are announced and monitor their implementation.
d. Submit an annual activity report to the next General Assembly at the end of the term of office.
e. Attend University Senate and University Executive Board meetings when student-related matters are discussed.
CHAPTER FIVE
Student Council General Assembly
Student Council General Assembly
Article 18 – The Student Council General Assembly is composed of all Faculty Student Representatives and Department Student Representatives of the university, and it serves as the highest decision-making body of the Student Council.
The General Assembly convenes at least twice a year for regular meetings.
A quorum requires the absolute majority of its members.
The agenda of the General Assembly is announced to members in writing at least fifteen (15) days in advance by the Student Council President.
If the quorum is not met after the announcement, the announcement process is repeated in the same manner.
Decisions other than elections are made by an open vote and with the absolute majority of those present.
The General Assembly may also be convened for an extraordinary meeting by a decision of the Student Council Executive Board or upon a written request by one-fourth (¼) of the General Assembly members. In such cases, the meeting must be held within 15 days.
The agenda and execution of extraordinary General Assembly meetings are determined and managed by the Student Council Executive Board.
Duties of the Student Council General Assembly
Article 19 –
The duties of the Student Council General Assembly are:
a. To determine the Student Council President in accordance with the procedure outlined in Article 15.
b. To elect the members of the Student Council Executive Board.
c. To elect the members of the Student Council Audit Committee.
d. To make decisions regarding the issues of the Student Council and university students, and to forward these decisions to the Rector’s Office.
e. To determine the term goals of the Student Council.
Elections Held by the Student Council General Assembly
Article 20 –Elections for the Student Council Executive Board and the Audit Committee within the General Assembly are held on the date specified in the election calendar determined and announced by the Election Board.
Members of the Election Board may attend the General Assembly as observers during the elections.
To conduct the election session, the General Assembly elects a Presiding Committee (Divan Kurulu) from among its members, consisting of three people, including one as chairperson.
Members may nominate themselves or be nominated by others. The Presiding Committee is elected by open vote.
If the Presiding Committee cannot be formed, the elections of the General Assembly are postponed for two weeks.
If the committee is still not formed at the second meeting, the elections are managed by a temporary committee composed of members from the Election Board.
Members of the Presiding Committee may not run as candidates in the Executive Board or Audit Committee elections.
The Faculty Student Representative who will serve as the Student Council President for the next two years is determined by drawing lots among faculties that have not yet held the presidency.
Members of the Executive Board and Audit Committee are elected by an absolute majority of those present at the meeting.
These elections are conducted by secret ballot with open counting.
CHAPTER SIX
Student Council Executive Board
Formation and Functioning of the Student Council Executive Board
Article 21 – The Student Council Executive Board consists of eight students, including one vice president, elected by the members of the Student Council General Assembly from among themselves by a simple majority of votes for a term of two years, along with the Student Council President. If any member of the Executive Board ceases to be a member of the Student Council, a new member is elected by the Student Council General Assembly in accordance with Article 20.
The Student Council Executive Board Is accountable to the Student Council General Assembly.
The Executive Board meets quarterly under the chairmanship of the vice president in the absence of the president.
The agenda, date, and venue of the meeting are announced to the Executive Board members by the president at least seven days in advance.
The Executive Board convenes with a simple majority of its full membership and decisions are made by a simple majority of those present. In the event of a tie, the side the president is on is considered the majority.
Duties of the Student Council Executive Board
Article 22 – The duties of the Student Council Executive Board are as follows:
a. To organize the division of labor and distribution of tasks among its members regarding its activities.
b. To ensure the implementation of decisions taken by the Student Council General Assembly.
c. To identify the problems of students at the university and communicate their views and opinions to the relevant university administrative bodies.
d. To develop social awareness projects in cooperation with civil society organizations and encourage student participation in these projects within the university.
e. To work on increasing student participation in national and international education and youth programs.
f. To develop relations with national and international student unions and organizations.
g. To establish working groups in the fields of food, transportation, accommodation, cafeteria, clubs, scholarships, education, art, culture, and sports, and to ensure their effective functioning.
h. To inform the members of the Student Council General Assembly about its activities.
i. To announce and monitor the decisions of the National Student Council within the university.
j. To prepare reports on carried out activities and maintain an archive.
CHAPTER SEVEN
Student Council Audit Committee
Formation and Functioning of the Student Council Audit Committee
Article 23 – The Student Council Audit Committee consists of a chairperson and four members, elected by the Student Council General Assembly members from among themselves by a simple majority vote, for a term of two years, excluding those elected to the Executive Board. If a member of the Audit Committee ceases to be a member of the Student Council, a new member is elected by the Student Council General Assembly in accordance with Article 20.
The Student Council Audit Committee performs the auditing function of the Student Council Executive Board’s activities.
Duties of the Student Council Audit Committee
Article 24 – The duties of the Student Council Audit Committee are as follows:
a. To audit whether the Student Council Executive Board operates in accordance with the Higher Education Institutions Student Councils and National Student Council Regulations, this Directive, and the decisions of the Student Council General Assembly.
b. To inform the University Rectorate and the Student Council General Assembly about the activities it has conducted.
CHAPTER EIGHT
Enforcement and Execution
Repealed Directive
Article 25 – The Bilkent University Student Council Directive, which came into effect by the Senate decision numbered 216 dated 09.04.2012, is hereby repealed.
Enforcement
Article 26 – This Directive shall enter into force on the date it is approved by the Bilkent University Senate, and the previously effective Directive shall be abolished.
Execution
Article 27 – The provisions of this Directive shall be executed by the Rector of Bilkent University.