<\/p>\n
PURPOSE<\/strong><\/p>\n Article 1. This directive governs the establishment, operation, and oversight of Student Clubs and Societies formed by Bilkent University students for the purpose of engaging in\u00a0scientific, social, cultural, sporting, and artistic activities.<\/p>\n <\/p>\n DEFINITIONS<\/strong><\/p>\n Article 2. The definitions of the various units and individuals referenced in this directive\u00a0are provided below:<\/p>\n 2.1. Club\/Society: Student groups established in accordance with the purpose outlined in\u00a0Article 1 are referred to as Clubs or Societies. In this directive, they will collectively be\u00a0referred to as \u201cClub\/Society.\u201d<\/p>\n 2.2. Club\/Society Higher Council: The council responsible for making decisions on the\u00a0establishment, operation, evaluation, and, when necessary, the suspension of activities or\u00a0closure of Clubs\/Societies is referred to as the \u201cHigher Council\u201d in this directive. The Higher 2.3. Student Activities Center: The unit responsible for overseeing the operations and\u00a0activities related to Clubs\/Societies and ensuring coordination with the Dean of Students is\u00a0referred to as the ‘Center’ in this directive. The Center is managed by the Student Activities 2.4. Club\/Society Advisor: The academic or administrative staff member who provides\u00a0expertise and guidance to Clubs\/Societies and is consulted on activities when necessary is\u00a0referred to as the \u201cAdvisor\u201d in this directive. The Advisor must be a full-time university 2.5. Suspended Club\/Society: A Club\/Society whose activities have been temporarily\u00a0suspended by the Higher Council is referred to as a \u201cSuspended Club\/Society.\u201d<\/p>\n <\/p>\n ESTABLISHMENT OF A CLUB\/SOCIETY<\/strong><\/p>\n Article 3. The matters related to the establishment of Clubs\/Societies are outlined below:<\/p>\n 3.1. Establishment Application: To establish a Club\/Society, at least 10 students must\u00a0apply to the Higher Council as founding members. The application is submitted by\u00a0completing the Club\/Society Establishment Application Form, available on the Dean of\u00a0Students’ website.<\/p>\n Each Club\/Society must select one academic or administrative staff member from the university to serve as the Advisor. The Advisor\u2019s name is included in the application form,\u00a0along with a letter from the Advisor confirming acceptance of the role, which is uploaded to the form online. The application also includes proposed names for the Club\/Society in both\u00a0Turkish and English, as well as information about the founding members, a document\u00a0confirming their status with their signatures, and the proposed event program for the first The Secretary of the Higher Council reviews the application and, if all required documents\u00a0are complete, submits it to the Higher Council for a decision.<\/p>\n 3.2. Establishment Application Timeline: Club\/Society establishment applications must\u00a0be submitted by the last day of classes each academic year. The application timeline is\u00a0announced by the Secretary of the Higher Council to all students.<\/p>\n 3.3. Establishment Decision: Club\/Society establishment applications are reviewed at the\u00a0Higher Council meeting. During the meeting, the Secretary of the Higher Council presents\u00a0the applications and provides feedback. Decisions on establishment are finalized through a The final decision on the proposed names of the Club\/Society, in both Turkish and English,\u00a0is also made by the Higher Council. 3.4. Special Purpose Clubs\/Societies: For applications to establish Special Purpose\u00a0Clubs\/Societies (e.g., sports, etc.), the Secretary of the Higher Council consults with\u00a0relevant experts and units and provides the Higher Council with the necessary information.”<\/p>\n 3.5. Clubs\/Societies with Similar Interests and Purposes: If the field of activity and\u00a0objectives of a proposed Club\/Society are the same as or similar to an existing\u00a0Club\/Society, the Secretary of the Higher Council will not proceed with evaluating the\u00a0application and will inform the founding members. If the founding members insist on\u00a0continuing with their application, the Higher Council will make a decision. 3.6. Club\/Society Founding General Assembly: Once the newly established Club\/Society\u00a0has been approved by the Higher Council and the founding members have been notified in\u00a0writing, the Founding General Assembly is held. Details regarding the Founding General <\/p>\n CLUB\/SOCIETY MEMBERSHIP<\/strong><\/p>\n Article 4. Bilkent University students have the right to join any Club\/Society without\u00a0restrictions.<\/p>\n 4.1. Membership Application: The application is submitted by the student directly\u00a0through the STARS-SRS system.<\/p>\n 4.2. Minimum Number of Members: The number of members in a Club\/Society must not\u00a0be fewer than 10. If the membership falls below this threshold, the Secretary of the Higher\u00a0Council will issue a written warning. If the number remains below 10 by the end of the 4.3. Students with Disciplinary Penalties: Students who receive an ‘Expulsion’ penalty\u00a0under the student disciplinary rules of Higher Education Institutions will have their\u00a0membership in Clubs\/Societies suspended for the duration of the penalty. During this 4.4. Withdrawal from Club\/Society Membership: Students may withdraw from\u00a0membership in any Club\/Society via the STARS-SRS system at any time, without needing to\u00a0provide a reason.<\/p>\n 4.5. Termination of Club\/Society Membership: If a Club\/Society wishes to terminate a\u00a0member’s membership for reasons specified in its Internal Regulations, it must submit a\u00a0reasoned decision from the Board of Directors to the Student Activities Center. The final 4.6. Member List: The member list of Clubs\/Societies includes all students who have\u00a0joined through the STARS-SRS system, and can be accessed through the Student Clubs and\u00a0Societies Management System. This list is the official and only valid membership list for the <\/p>\n CLUB\/SOCIETY ACTIVITIES<\/strong><\/p>\n Article 5. All activities organized by Clubs\/Societies must be approved by the Student\u00a0Activities Center and receive approval from the Vice Rector for Student Affairs through the\u00a0Dean of Students. Other general matters and rules regarding activities are outlined below:<\/p>\n 5.1. Clubs\/Societies may not engage in activities, behaviors, or attitudes that contradict the\u00a0integrity of the state and nation as outlined in the Constitution, the principle of the rule of\u00a0law, fundamental rights and freedoms, secularism, valid laws, or Higher Education 5.2. Clubs\/Societies must not engage in any form of discrimination based on race, gender,\u00a0language, religion, or nationality in their work or events, and must respect human rights\u00a0and fundamental freedoms, especially the freedoms of thought, conscience, religion, 5.3. Club\/Society members may not participate in activities aimed at making financial profit.<\/p>\n 5.4. Clubs\/Societies may engage in activities that require special skills, in line with their founding purposes and goals, and must provide educational and developmental\u00a0opportunities to ensure their members possess the necessary skills for such activities.<\/p>\n 5.5. Clubs\/Societies are expected to carry out their activities in English. For events planned\u00a0in languages other than English, prior approval must be obtained from the Student\u00a0Activities Center, and information about the event must be provided in advance.<\/p>\n 5.6. Clubs\/Societies may organize a limited number of activities outside their founding purposes and goals.<\/p>\n 5.7. Clubs\/Societies are expected to adhere to the activity schedule submitted at the beginning of the academic year.<\/p>\n 5.8. For activity applications, the Student Activities Center may seek input from the relevant Advisor if deemed necessary. If the Advisor provides negative feedback, the\u00a0Club\/Society will be informed of the decision, and the Dean of Students will be notified.<\/p>\n 5.9. Clubs\/Societies must comply with the rules set by the Dean of Students regarding the announcement of their activities, as specified and published by the Student Dean\u2019s office.<\/p>\n 5.10. Clubs\/Societies that wish to include their activities within the scope of the GE250 and GE251 courses must inform the Student Activities Center and comply with the published\u00a0rules regarding these courses. The conditions for Club\/Society activities under GE250 and GE251 will be determined by the Dean of Students and must be approved by the Vice\u00a0Rector for Student Affairs.<\/p>\n <\/p>\n EVALUATION OF CLUBS\/SOCIETIES<\/strong><\/p>\n Article 6. At the end of the academic year, the Higher Council convenes to conduct a\u00a0general evaluation of all Clubs\/Societies and makes the following decisions:<\/p>\n Clubs\/Societies found to be in violation of the matters outlined in Articles 5.1 and 5.2, or\u00a0operating outside their founding purposes and goals, as well as those that repeatedly fail to\u00a0adhere to the general principles and rules of the University, will be immediately closed.<\/p>\n Clubs\/Societies that fail to meet at least one of the following conditions during the\u00a0academic year will be suspended for one year in the following academic year:<\/p>\n \u2022 Organizing at least two events per semester aligned with their founding purposes and\u00a0goals (Note: Club\/Society board meetings and General Assembly meetings do not\u00a0count as events). If, at the Higher Council meeting held at the end of the following academic year, at least\u00a0ten students submit an application for the reactivation of a suspended Club\/Society, the\u00a0Higher Council will evaluate the application and make a decision.<\/p>\n A Club\/Society that remains suspended for three consecutive years will be closed by the\u00a0Higher Council.<\/p>\n <\/p>\n GENERAL ASSEMBLY<\/strong><\/p>\n Article 7. Clubs\/Societies are required to hold at least one General Assembly each\u00a0academic year to elect the members of the Board of Directors and the Audit Committee. All\u00a0members of the Club\/Society must be invited to the General Assembly. The rules governing 7.1. Founding General Assembly: A newly established Club\/Society, whose founding has\u00a0been approved by the Higher Council and whose founders have been notified in writing,\u00a0must hold its Founding General Assembly within two weeks of the start of the academic For other matters related to the Founding General Assembly that are not addressed in this article, the relevant provisions will apply.<\/p>\n 7.2. Ordinary General Assembly: Clubs\/Societies must hold their General Assemblies by\u00a0the end of the fourth week following the start of the academic year (the first day of\u00a0classes).<\/p>\n 7.3. Extraordinary General Assembly: The Board of Directors may call an Extraordinary General Assembly if necessary. Additionally, if at least 10% of the total number of\u00a0Club\/Society members submit a written request, the Board must call an Extraordinary\u00a0General Assembly. If the Board fails to do so within two weeks of receiving the request, the\u00a0members may submit their request in writing to the Higher Council. The Higher Council\u00a0will evaluate the request and may, if deemed appropriate, require the Club\/Society to hold\u00a0an Extraordinary General Assembly.<\/p>\n 7.4. Duties of the General Assembly: The General Assembly has the following duties: Clubs\/Societies may include additional duties in their Internal Regulations, provided they\u00a0do not conflict with the provisions of this Directive.<\/p>\n 7.5. General Assembly Call: The date and location of the General Assembly are\u00a0determined by the Board of Directors. An Activity Approval Form must be completed and\u00a0submitted for approval no later than 10 days in advance. The Student Activities Center will 7.6. General Assembly Membership: All members registered in the Clubs and Societies\u00a0Management System have the right to attend and vote at the General Assembly. Members\u00a0must cast their votes in person; proxy voting is not permitted.<\/p>\n 7.7. Quorum for the General Assembly: To hold a General Assembly, more than half of\u00a0the total number of registered members must be present at the designated date, time, and\u00a0location. If a quorum is not met, the General Assembly will be rescheduled for one week\u00a0later. The Student Activities Center must be notified, and a new invitation will be sent to\u00a0members. For the second meeting, the attendance of members equal to twice the number of\u00a0the Board of Directors and the Audit Committee members is sufficient to constitute a\u00a0quorum. If the second meeting also fails to occur, the Club\/Society’s activities will be suspended until the end of the academic year, and a final decision will be made at the\u00a0Higher Council meeting at the end of the academic year.<\/p>\n 7.8. List of Attendees for the General Assembly: The member list, obtained from the\u00a0Student Activities Center, will be available at the meeting room and must be signed by the\u00a0attending members. This list will be attached to the General Assembly Results Notification\u00a0Form, which will be submitted to the Student Activities Center.<\/p>\n 7.8. List of Attendees for the General Assembly: The member list, obtained from the\u00a0Student Activities Center, will be available at the meeting room and must be signed by the\u00a0attending members. This list will be attached to the General Assembly Results Notification <\/p>\n BOARD OF DIRECTORS<\/strong><\/p>\n Article 8. The Board of Directors is the executive body of the Club\/Society. Matters related\u00a0to the Board of Directors are outlined below:<\/p>\n 8.1. Duties of the Board of Directors: The duties of the Board of Directors are as follows:<\/p>\n a. Organize activities in line with the Club\/Society\u2019s defined goals and objectives, and carry out the necessary work. Clubs\/Societies may include additional duties in their Internal Regulations if needed;\u00a0however, these cannot contradict the provisions of the Directive.<\/p>\n 8.2. Responsibilities of the Board of Directors: The Board of Directors is accountable to\u00a0the members of the Club\/Society for its operations and to the Student Dean\u2019s Office for\u00a0financial matters.<\/p>\n 8.3. Number of Board Members: The Board of Directors of a Club\/Society consists of at\u00a0least 4 and no more than 10 members, and this number must be clearly stated in the\u00a0Internal Regulations. The roles, other than the President, Secretary General, and Treasurer, 8.4. President of the Board of Directors: The President presides over the Board of Directors and represents the Club\/Society. The President has joint signature authority with\u00a0the Treasurer for all financial transactions.<\/p>\n 8.5. Secretary General: The Secretary General is responsible for keeping all records of the\u00a0Club\/Society, preparing the minutes of the Board of Directors\u2019 decisions, preparing the\u00a0agenda for the General Assembly, filling out the relevant Activity Approval Form, 8.6. Treasurer: The Treasurer manages the financial records of the Club\/Society, prepares the budget, and prepares the financial report at the end of the academic year for\u00a0presentation to the Board of Directors. The Treasurer has joint signature authority with the 8.7. Other Board Members: In addition to the President, Secretary General, and\u00a0Treasurer, the Board of Directors may consist of at least 1 and no more than 7 additional\u00a0members. The roles, duties, and powers of these members are defined in the Internal\u00a0Regulations.<\/p>\n 8.8. Duration of Board Membership: The term of membership on the Board of Directors is one academic year.<\/p>\n 8.9. Re-election to the Board of Directors: A member can serve on the Board of Directors\u00a0for a maximum of two terms.<\/p>\n 8.10. Eligibility for Board Membership: To run for a position on the Board of Directors of\u00a0a Club\/Society, the following conditions must be met: 8.11. Application for Board Membership: Applications for membership to the Board of Directors must be submitted to the Club\/Society\u2019s Board by no later than one week before\u00a0the announced date of the General Assembly. The Board of Directors will announce the\u00a0names of the candidates to all members via email before the General Assembly.<\/p>\n 8.12. Election of Board Members: Elections are conducted by secret ballot. The Board\u00a0prepares ballots listing the names of candidates in alphabetical order by surname. Each\u00a0member attending the General Assembly is given a ballot upon signing. Voting members must select at least one, and no more than the total number of Board members, candidates from the list. Votes that do not select any candidate, select more candidates than the\u00a0number of Board members, or contain names not listed on the ballot will be deemed\u00a0invalid. The vote count is done openly at the General Assembly. To be elected, a candidate\u00a0must receive more than half of the valid votes cast. If no candidate meets this requirement\u00a0in the first round of voting, a second round will take place for the remaining positions, with\u00a0subsequent rounds held if necessary.<\/p>\n 8.13. Reserve Board Members: Candidates who are not elected to the Board will be\u00a0ranked based on the number of votes they received and placed on the Reserve Member List.\u00a0If a vacancy arises on the Board, members from the Reserve Member List will be invited to 8.14. Distribution of Positions within the Board: Board members will assign roles among\u00a0themselves.<\/p>\n 8.15. Vacancy of Board Position: In the event of resignation or other causes leading to the\u00a0vacancy of a Board position, the member at the top of the Reserve Member List will be\u00a0invited to join the Board. If the reserve member does not accept the position or cannot be\u00a0reached, a new election will be held. The Board will reassign roles among its members.<\/p>\n 8.16. Termination of Board Membership: A member\u2019s position on the Board is\u00a0automatically revoked if they receive a disciplinary penalty during their term. The member\u00a0at the top of the Reserve Member List will be invited to fill the vacant position. If the\u00a0reserve member does not accept the position or cannot be reached, a new election will be\u00a0held, and the Board will reassign roles among its members.<\/p>\n <\/p>\n AUDIT COMMITTEE<\/strong><\/p>\n Article 9. The Audit Committee is responsible for auditing the activities of the\u00a0Club\/Society. Matters related to the Audit Committee are outlined below:<\/p>\n 9.1. Duties of the Audit Committee: The Audit Committee is responsible for evaluating\u00a0the activities and work carried out by the Board of Directors during the academic year and\u00a0submitting a report. The report must be prepared in two copies, one for the Board of\u00a0Directors and one for the Higher Council.<\/p>\n 9.2. Members and Election of the Audit Committee: The Audit Committee consists of a\u00a0President and two members. Elections are held during the General Assembly. Members may\u00a0nominate themselves or be nominated by others. The election may be conducted by open\u00a0vote, and the elected members will select the President from among themselves.<\/p>\n 9.3. Vacancy in the Audit Committee: In the event of a vacancy in the Audit Committee\u00a0due to resignation or any other reason, the member at the top of the Reserve Member List\u00a0will be invited to join the Audit Committee. If the reserve member declines the position or\u00a0cannot be contacted, a new election will be held. The Audit Committee will then reassign\u00a0roles among its members.<\/p>\n 9.4. Termination of Audit Committee Membership: If a member of the Audit Committee receives a disciplinary penalty during their term, their membership is automatically\u00a0revoked. The member at the top of the Reserve Member List will be invited to join the Audit\u00a0Committee. If the reserve member declines the position or cannot be contacted, a new\u00a0election will be held. The Audit Committee will then reassign roles among its members.<\/p>\n <\/p>\n HIGHER COUNCIL<\/strong><\/p>\n Article 10. The Council consists of the following 9 members:<\/p>\n 1. The Dean of Students (Chair of the Council), The duties and powers of the Higher Council are as follows: The Higher Council meets at least twice a year as regular meetings and may convene\u00a0extraordinarily at the request of the Dean of Students or the Vice Rector for Student Affairs\u00a0when necessary.<\/p>\n The quorum for meetings of the Higher Council is five members, and decisions are made by\u00a0a simple majority of the members present. In case of a tie, the vote of the Chair of the\u00a0Council is decisive. The Chair cannot abstain from voting. If the Chair is unable to attend, <\/p>\n REGISTER BOOKS AND DOCUMENTS<\/strong><\/p>\n Article 11. Clubs\/Societies are required to maintain two register books under the\u00a0management of their Board of Directors. These books are as follows: If the Club\/Society owns any fixed assets, the records related to these assets are also noted\u00a0in the Board of Directors Decision Book.<\/p>\n Article 12. The documents related to the operation of the Club\/Society and the activities\u00a0they organize are as follows:<\/p>\n 12.1. General Assembly Meeting Minutes: These are the minutes taken during the\u00a0required General Assembly meetings. The minutes are prepared in two copies: one is\u00a0submitted to the Higher Council Secretary, and the other is retained by the Club\/Society in\u00a0its files.<\/p>\n 12.2. Internal Regulation: Clubs\/Societies prepare an Internal Regulation that covers\u00a0topics not addressed in this Directive and defines specific procedures for their own\u00a0operation. The Internal Regulation is initially prepared by the founding members, and after\u00a0approval by the Founding General Assembly, it is reviewed by the Higher Council. It\u00a0becomes valid after receiving approval from the Higher Council. Any amendments to the\u00a0Internal Regulation must be prepared by the Club\/Society Board of Directors, approved by\u00a0the General Assembly, and then submitted for approval to the Higher Council before they\u00a0become valid.<\/p>\n 12.3. Activity Application Form: Clubs\/Societies must submit their event applications to the Student Activities Center using this online form.<\/p>\n <\/p>\n FINANCIAL MATTERS<\/strong><\/p>\n Article 13. The matters related to the income and expenses of Clubs\/Societies are outlined\u00a0below:<\/p>\n 13.1. Budget: Each Club\/Society must submit its annual budget proposal, prepared by the\u00a0Board of Directors, for approval by the General Assembly of the Club\/Society.<\/p>\n 13.2. Income of Clubs\/Societies: The income of Clubs\/Societies consists of the following:<\/p>\n \u2022 The annual budget allocated to them by the University through the Dean of\u00a0Students. Clubs\/Societies are prohibited from collecting membership fees or any similar payments under any other names from their members.<\/p>\n 13.3. Annual Budget Allocations for Clubs\/Societies: Clubs\/Societies receive an\u00a0annual Operating Budget from the University, allocated through the Dean of Students.\u00a0This budget is determined based on factors such as the number of members and events held 13.4. Sponsorships: Clubs\/Societies may enter into sponsorship agreements with external\u00a0institutions and organizations, in accordance with university policies and standards.<\/p>\n The process begins with the Club\/Society submitting a Sponsorship Pre-Approval Form,\u00a0which includes information about the sponsor, event details, and the obligations of both\u00a0parties. If the form is approved by the Dean of Students, the contract preparation process The contracts are reviewed by the Student Activities Center, and in some cases, legal advice\u00a0may be sought from the University\u2019s Legal Counsel. The contract is prepared in three copies\u00a0and becomes valid once it is signed by the Club\/Society President, an authorized The amount specified in the sponsorship agreement, inclusive of VAT, is deposited into the\u00a0University\u2019s account by the sponsoring institution. After the VAT is deducted, 10% of the\u00a0remaining amount is transferred to the Clubs and Societies Reserve Budget, to be used 13.5. External Project Support: This refers to financial assistance provided by certain external institutions and organizations, irrespective of a specific event. These funds are\u00a0directly transferred to the Club\/Society\u2019s budget.<\/p>\n 13.6. Contribution Fees: Clubs and societies may collect contribution fees from\u00a0participants to cover the expenses of an activity. Contribution Fees below an amount\u00a0set and announced by the Student Activities Center may be collected in cash by the\u00a0Club\/Society Treasurer, against a receipt. The collected fees must then be deposited into\u00a0the University\u2019s bank account and subsequently transferred to the respective Club\/Society\u2019s\u00a0budget. Larger Contribution Fees must be deposited directly by participants into the\u00a0University\u2019s bank account before being transferred to the Club\/Society\u2019s budget.<\/p>\n 13.7. Project Support: Clubs\/Societies may request financial support for specific events,\u00a0known as Project Support, from the Clubs and Societies Reserve Budget. The total amount\u00a0of Project Support a Club\/Society can receive during an academic year may not exceed the 13.8. Expenses of Clubs\/Societies: Expenses include operational costs (e.g., stationery,\u00a0General Assembly and Board of Directors meeting expenses) and event-related costs (e.g.,\u00a0transportation, accommodation, guest hospitality, posters, flyers, overtime pay for 13.9. Activity Income and Expenses: Clubs\/Societies must prepare an estimated budget\u00a0for each event they plan and include it in their Activity Application. This budget must\u00a0account for all income and expenses related to the event.<\/p>\n 13.10. Procurement Procedures: All purchases related to Club\/Society events must\u00a0comply with the Higher Education Institutions Procurement Regulation issued by Y\u00d6K\u00a0and the Bilkent University Procurement Regulation, which outlines the required 13.11. Covering Expenses: Clubs\/Societies must report their event expenses by\u00a0completing an Expenditure Notification Form and submitting it to the Student Activities\u00a0Center for official processing.<\/p>\n 13.12. Audits: Clubs\/Societies may be audited for their financial transactions and records\u00a0by the Dean of Students when deemed necessary. Additionally, the Vice Rector for\u00a0Administrative and Financial Affairs may conduct periodic audits through the Financial\u00a0Affairs Department.<\/p>\n <\/p>\n PENALTIES AND SANCTIONS<\/strong><\/p>\n Article 14. The following penalties and sanctions will be applied in the case of violations in the operations of Clubs\/Societies:<\/p>\n 14.1. Warning: Clubs\/Societies found in violation of the provisions outlined in this\u00a0Directive will receive a written warning from the Dean of Students. The specific violation\u00a0will be clearly stated in the warning letter.<\/p>\n 14.2. Temporary Suspension: If a Club\/Society, after receiving a warning, repeats the\u00a0identified misconduct, the Dean of Students will suspend the Club\/Society’s activities for a\u00a0period ranging from one week to one month. The temporary suspension will be 14.3. Suspension Until the End of the Academic Year: If a temporarily suspended\u00a0Club\/Society repeats the misconduct, or demonstrates irregularity, negligence, or abuse in\u00a0financial matters, its activities will be suspended by the Higher Council until the end of the 14.4. Closure: Clubs\/Societies that violate Article 5.1, Article 5.2, or Article 5.3 of this\u00a0Regulation, or engage in financial abuse as documented, will be closed by the Higher\u00a0Council. The students involved will be reported to the Rectorate for disciplinary\u00a0investigation.<\/p>\n 14.5. Compensation for Financial Loss: In the event of financial loss caused by the\u00a0operations or activities of a Club\/Society, the responsible party will be required to\u00a0compensate the loss. If the responsible individuals cannot be identified, the Club\/Society\u00a0itself will be held liable for the compensation.<\/p>\n 14.6. Investigation and Right to Defense: For violations warranting penalties under\u00a0Articles 14.3 and 14.4, the Dean of Students will appoint an investigator or an investigation\u00a0committee from the members of the Higher Council. The investigator or committee will\u00a0conduct necessary reviews, collect written and, if necessary, oral defenses from the\u00a0Club\/Society\u2019s Board of Directors, and submit their findings to the Higher Council.\u00a0Penalties such as suspension until the end of the academic year (Article 14.3) or closure\u00a0(Article 14.4) will be imposed by the Higher Council.13.3) and closure (Article 13.4) will\u00a0be imposed by the Higher Council.<\/p>\n 14.7. Appeal Against Penalties and Sanctions: The penalty of Temporary Suspension\u00a0(Article 14.2) may be appealed in writing to the Higher Council. The penalties of\u00a0Suspension Until the End of the Academic Year (Article 14.3) and Closure (Article 14.4)\u00a0may be appealed in writing to the Vice Rectorate for Student Affairs. The outcomes of any\u00a0appeals will be communicated to the Club\/Society in writing.<\/p>\n <\/p>\n EFFECTIVENESS AND EXECUTION<\/strong><\/p>\n Article 15. The Student Clubs and Societies Regulation, enacted by the Senate decision\u00a0number 240 on 01.09.2014, has been repealed.<\/p>\n Article 16. This Regulation shall enter into force upon approval of the Bilkent University\u00a0Senate and shall be enforced by the Dean of Students.<\/p>\n","protected":false},"excerpt":{"rendered":" [Senate decision dated 24.03.2025] PURPOSE Article 1. This directive governs the establishment, operation, and oversight of Student Clubs and Societies formed by Bilkent University students for the purpose of engaging in\u00a0scientific, social, cultural, sporting, and artistic activities. DEFINITIONS Article 2. The definitions of the various units and individuals [\u2026] <\/p>\n
\nCouncil consists of 9 members, including a President and a Secretary, as defined in Article\u00a010.<\/p>\n
\nCenter Coordinator, hereafter referred to as the \u201cCoordinator.\u201d<\/p>\n
\nemployee.<\/p>\n
\nyear.<\/p>\n
\nvote by the attending members.<\/p>\n
\nIf the Higher Council identifies missing items or recommends changes during the\u00a0discussion, the Secretary informs the founding members and allows seven days to make the\u00a0necessary revisions. After this period, the Secretary updates the Higher Council on the
\ndevelopments and may request another meeting if needed.<\/p>\n
\nIf other proposed Clubs\/Societies fall within the same or similar fields, the Secretary will\u00a0consult with the founding members to explore the possibility of submitting a joint\u00a0application. If the founding members choose to submit separate applications, the Higher\u00a0Council will decide on them.<\/p>\n
\nAssembly are outlined in Article 7.1.<\/p>\n
\nacademic year, the Club\/Society will be suspended.<\/p>\n
\nperiod, they will also be prohibited from participating in any Club\/Society activities.<\/p>\n
\ndecision on this matter will be made by the Higher Council.<\/p>\n
\nClub\/Society.<\/p>\n
\nInstitution student disciplinary regulations, or that may misrepresent the university in the\u00a0public eye.<\/p>\n
\nexpression, and belief.<\/p>\n
\n\u2022 Carrying out their activities in English (Events in other languages are permitted if\u00a0prior approval was obtained).
\n\u2022 Holding at least four Board of Directors meetings.
\n\u2022 Maintaining a minimum of 10 members.<\/p>\n
\nthe General Assembly are outlined below:<\/p>\n
\nyear (the first day of classes). The Board of Directors, elected during this assembly, must\u00a0prepare the Club\/Society\u2019s Internal Regulations and submit them to the Secretary of the\u00a0Higher Council within two weeks. If these steps are not completed within four weeks of the
\nacademic year\u2019s start, the founding decision of the Club\/Society will be revoked.<\/p>\n
\na. Elect the Board of Directors and the Audit Committee
\nb. Evaluate and approve the Board of Directors’ work, based on the report prepared by\u00a0the Audit Committee
\nc. Prepare and amend the Internal Regulations
\nd. Review and approve the activity program prepared by the Board of Directors
\ne. Review and approve the budget prepared by the Board of Directors
\nf. Decide to close the Club\/Society. A three-quarters majority of the total membership\u00a0is required for this decision.<\/p>\n
\nsend the General Assembly invitation to all members registered in the Clubs and Societies\u00a0Management System.<\/p>\n
\nForm, which will be submitted to the Student Activities Center.<\/p>\n
\nb. Promote relationships and establish friendships among members, organizing\u00a0activities to that end.
\nc. Ensure full compliance with the Directive.
\nd. Handle all membership-related matters and maintain the necessary records.
\ne. Prepare and amend the Internal Regulations.
\nf. Develop the activity program.
\ng. Prepare the budget.
\nh. Maintain financial records.<\/p>\n
\nare defined in the Internal Regulations.<\/p>\n
\ncommunicating the Board meeting invitations to the members, and performing any other\u00a0duties specified in the Internal Regulations, if applicable.<\/p>\n
\nPresident for all financial transactions and performs any other duties specified in the\u00a0Internal Regulations, if applicable.<\/p>\n
\na. The candidate must not have received any disciplinary penalties under the\u00a0Higher Education Institution\u2019s student disciplinary rules.
\nb. The candidate must have a cumulative GPA of at least 2.00 at the time of\u00a0application.
\nc. If applicable, the candidate must meet any other criteria specified in the\u00a0Club\/Society\u2019s Internal Regulations.<\/p>\n
\nfill the position.<\/p>\n
\n2. The Coordinator of the Student Activities Center (Council Secretary),
\n3. One staff member assigned by the Student Activities Center,
\n4. The representative of the Student Council,
\n5. One Academic Advisor appointed by the Dean of Students,
\n6. The representative of the Alumni and Career Office,
\n7. The representative of the Physical Education and Sports Center,
\n8. One Club\/Society representative designated by the Student Activities Center,
\n9. One Club\/Society representative selected by the Clubs\/Societies themselves.<\/p>\n
\na. Review and make the final decision on applications for the establishment of
\nClubs\/Societies.
\nb. Monitor the activities of the Clubs\/Societies throughout the academic year.
\nc. Reward successful Clubs\/Societies.
\nd. In specific situations outlined in this regulation, temporarily suspend or\u00a0permanently close the activities of Clubs\/Societies, or suspend their activities until\u00a0the end of the academic year.<\/p>\n
\nthe Council Secretary will preside over the meeting.<\/p>\n
\na. Board of Directors Decision Book: This book records all decisions made by the\u00a0Board of Directors.
\nb. Income-Expense Book: This book tracks all income and expenses of the\u00a0Club\/Society.<\/p>\n
\n\u2022 Sponsorships obtained through their own initiatives.
\n\u2022 Financial assistance from external institutions and organizations, referred to\u00a0as “External Project Support.”
\n\u2022 Contributions from participants in events they organize.<\/p>\n
\nin previous years. In addition to the Operating Budget, Clubs\/Societies may submit project\u00a0proposals and request financial support for specific events. This additional financial support\u00a0is referred to as Project Support. The total amount of Project Support available to
\nClubs\/Societies is announced by the Dean of Students at the beginning of each academic\u00a0year.<\/p>\n
\nbegins.<\/p>\n
\nrepresentative from the sponsor institution, and the Dean of Students.<\/p>\n
\nby all Clubs and Societies. The remaining balance is added to the respective Club\/Society\u2019s\u00a0budget. Sponsorship income may only be used for the specific event or purpose outlined in\u00a0the sponsorship agreement.<\/p>\n
\nhighest Operating Budget allocated to them for that year. Project Support may be used in\u00a0installments for various events throughout the year. If the event for which Project Support\u00a0is requested has other sources of income, the total amount of Project Support may not
\nexceed 40% of the total event expenses.<\/p>\n
\nuniversity staff, service costs from other departments, etc.).<\/p>\n
\nprocurement procedures.<\/p>\n
\ncommunicated to the Club\/Society in writing.<\/p>\n
\nacademic year. Whether the Club\/Society will be allowed to resume activities in the\u00a0following academic year will be determined in a meeting by the Higher Council at the end\u00a0of the academic year. The suspension will be communicated in writing to the Club\/Society.<\/p>\n